Executive Assistant

*This is a hybrid role that works out of the Aliso Viejo, CA office three times a week* 

Metagenics is seeking an experienced and highly organized Executive Assistant to join our team and play a pivotal role in providing comprehensive executive level administrative support for three C-Suite executives of the company. This position is responsible for providing administrative support including meeting and calendar coordination, travel and event planning, preparing correspondence, preparing reports, preparing quarterly board decks, and other associated administrative functions.

What you’ll do:

• Communication Liaison: Act as a primary point of contact between executives, internal teams, external stakeholders, and the Board. Coordinate communication flow, prioritize messages, and handle inquiries with professionalism and discretion.
• Project Management: Assist in organizing special projects, meeting logistics (in person, virtual and hybrid meetings) company events, and strategic initiatives as directed by executives. Track project milestones, deadlines, and deliverables to ensure timely completion.
• Confidentiality and Compliance: Maintain utmost confidentiality with sensitive information and adhere to all company policies and compliance standards, especially in handling Board-related documents and discussions.
• Board Deck Creation: Collaborate closely with designated executives to conceptualize, design, and produce high-quality, visually compelling Board decks and presentations. Ensure accuracy, relevance, and adherence to deadlines for all materials presented to the Board of Directors.
• Traditional administrative duties, including: heavy calendaring, expense report preparation and submission, purchase orders set up and execution, invoice processing, executive travel coordination, telephone coverage, document and presentation preparation, supply ordering, and meeting support.
• Meeting support includes preparing conference rooms, initiating calls and/or projection, and purchasing and setting up food service.
• Frequently compose and finalize complex correspondence, reports and other-format documents, using experience and judgment to determine what should be included in each document
• Assist with short and long-range strategic planning initiatives for the Executive and his/her department
• Represent the Executives in his/her absence for the purpose of addressing matters that require immediate attention
• Oversee designated projects within supported department(s) that will require cross functional collaboration & communication, data organization, maintaining timelines, and ensuring deadlines are met for all deliverables
• Act as a lead EA and support the pursuit in streamlining and optimizing the EA role within the North American organization. Supporting the EA staff in identifying opportunities to make processes and tasks more efficient and standardized in how the EA can better support executives without jeopardizing their quality of work 

What you'll need:

Experience / Training / Education

• Minimum of 5 years supporting executive level leadership positions, including C-suite executives
• Extremely proficiency in essential computer programs including MS Project, Word, Excel, PowerPoint,  and Outlook required
• Experience in working within a system-centered environment
• High skilled in travel planning, calendaring and web-based meeting options, organization methods, and Microsoft technologies

Skills/Abilities

• Expertise in triaging incoming executive level priorities and communications in a growth organization.
• Superior multi-tasking and organizational skills to ensure multiple senior executives are supported.
• Ability to work int a timely manner under pressure
• Ability to independently define problems, collect data, establish facts, prioritize, and draw valid conclusions to accomplish goals
• Friendly personality with a resilient attitude to multiple priorities
• Ability to interact effectively with a wide variety of personality types
• Strong organizational skills, including the ability to multitask
• Ability to be proactive and anticipate the needs of department leaders.
• Excellent communication, both written and verbal, and problem solving skills
• Flexibility and a willingness to learn new things
• Ability to effectively present information and respond to questions from managers, customers, and general public
• Ability to work effectively in a team environment
• Ability to manage details and provide appropriate follow-up to ensure full internal and external department satisfaction
• Able to work in a changing environment without experiencing undue stress
• Recognize and maintain confidential information
• Ability to take meeting notes clearly and concisely and organize the notes for after-meeting action items with timelines.

Other

• May be required to work over 40 hours to complete work or projects
• Drives personal vehicle to appointments; maintains a personal car insurance policy. Driving record must meet Company requirements
• Infrequently travels by car and air on behalf of business
• Meets all applicable safety requirements for the position and work environment
• Completes other duties as assigned

Physical requirements/working conditions:

• Sits at a computer station, meeting table or work desk for more than two-thirds of each day
• Stands and walks to other stations and departments throughout the day
• Uses hands and fingers to operate computers and office equipment most of the day
• May stoop or crouch to access files or storage
• Requires clear vision at 20 inches or less with or without corrective lenses
• Hearing and speech within normal ranges and sufficient for clear communication face to face and especially via the telephone
• Lifts up to 10 pounds regularly; lifts 25 pounds occasionally
• Exposed to noise levels typical of office environments

Compensation:

The current range for this role based out of Aliso Viejo, CA is $74,000/yr - $95,800/yr.

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs.  

This role may also be eligible to participate in a discretionary annual incentive program, subject to the rules governing the program, whereby an award, if any, depends on various factors, including, without limitation, individual and organizational performance.

Health and Wellness:

• Medical, dental, vision
• Annual employer HSA (Health Savings Account) funding for eligible employees who elect an HSA medical plan
• STD, LTD, Basic Life AD&D coverage
• 401k + employer matching
• Free mental health resources through wayForward
• Vacation and Sick Time
• 2 Volunteer Days off per year
• Emergency evacuation time off
• 11 paid company holidays
• 1 Floating holiday to celebrate your birthday or important religious/holiday to you
• Quarterly product allowance to use towards your favorite Metagenics products!
• Product discount
• Peer to peer recognition programs & more!

Learn more about how we help patient live happier and healthier lives here: https://www.metagenics.com/join-our-movement

Metagenics, and its companies are committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status with respect to recruitment, hiring, promotion and other terms and conditions of employment. Metagenics takes affirmative action in support of this policy to employ and advance in employment individuals who are minorities, women, disabled, and veterans.

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