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Salary(Hybrid position located in the San Francisco Bay Area, CA. In-office expectations are several times per month to our Emeryville, CA office)
POSITION SUMMARY
The Executive Assistant (EA) provides administrative support to the EVP of Operations and Information Technology. The candidate will enhance the operational efficiency of the department and contribute to the accomplishment of department objectives. They will act as the main internal and external contact for the EVP.
JOB DUTIES & RESPONSIBILITIES
- Perform all administrative duties to support the EVP, including keeping them well-informed of upcoming commitments, deadlines, and challenges.
- Manage EVP's calendar working closely with other executive-level administrators to ensure efficient flow of information.
- Make all travel arrangements and conference registrations for executives.
- Complete expense reports and review and approve those of the leadership team, ensuring compliance with travel/expense policy.
- Drive detailed plans and logistics related to large meetings, both in-person and virtual, including setting up and breaking down meeting rooms, booking catering, and coordinating presentations.
- Respond to a wide variety of requests for information, policies, procedures, and executive action. Determine best approach and prioritize requests, as needed.
- Assist in recruitment process including working with recruiters, HR and leaders to schedule interviews, perform on-boarding tasks, and provide orientations for new executives.
- support broader corporate administrative needs and provide back-up administrative support to their departments, as necessary.
- Manage and maintain the Operations and IT SharePoint and ShareFile sites.
- Assist in coordination and preparation of annual department budgets, process invoices according to vendor contracts, and prepare quarterly accruals.
- Plan and execute team meetings, lunches, and team-building events.
- Review and reconcile invoices, seeking clarification and further information from managers as needed. Coordinate with accounts payable to research and resolve expense issues.
- Generate monthly invoices for the Contract Underwriting department using Quick Books. Reconcile revenue with the Finance department.
- Produce and maintain reports and documents using various company systems/databases to capture information, and independently update department documents as needed.
- Perform ad hoc responsibilities, as needed.
- High school diploma or GED, or equivalent work experience.
- Minimum of three years in an executive-level support role.
- Proficient with the MS Office Suite (e.g., Word, Excel, PowerPoint).
- Experience with financial documents and operational activities of an organization (e.g., IT, HR, Finance).
- Strong organizational, interpersonal, written and oral communications skills.
- Self-starter and resourceful team-player able to manage multiple assignments, set priorities, and adapt to changing conditions.
- Excellent attention to detail.
- Ability to build relationships with stakeholders, including internal and external customers.
- Ability to maintain confidential information and use information appropriately.
- Ability to work ethically and with integrity to support organizational goals and values.
- Posted Base Salary Range applies to current posting and may change in the future. The posted Base Salary Range may vary for key factors including, but not limited to, location, experience and skill set. Benefit eligibility includes healthcare, life and disability insurance, 401(k), monthly allowance, 20 days of PTO, 10 paid Holidays, and bonus and equity potential. Additional benefit offerings may be found at https://www.nationalmi.com/career-benefits/.
