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Executive Assistant

The Thornhill Companies

Santa Barbara, CA

Job Description:

SUMMARY:
Under general guidance, will provide complex administrative and executive support and project coordination to meet executive and corporate goals

ESSENTIAL FUNCTIONS: - The job description reflects management's assignments of essential functions; it does not prescribe or restrict the tasks that may be assigned. Specific duties include, but are not limited to:

•  Utilize excellent communication and organizational skills to promote the department image within the company
•  Research and define work methods for assigned projects; select key data, information and work methods to accomplish tasks and meet changing conditions
•  Develop process and procedures to assist in coordinating information, projects, and tasks to create an effective work environment to ensure the department’s success
•  Participate in departmental administrative decision making; establish, implement, and enforce office policies and procedures
•  Accomplish special projects as assigned with exceptional attention to details and timelines
•  Review, reconcile, and monitor monthly department expenses; coordinate collection and preparation of budget expenditures for supervisor review; assist with planning, development, and management of annual department budget
•  Provide administrative management of the area and office coordination including resolving issues related to the day-to-day operations of the area and maintenance of administrative services provided by external vendors
•  Coordinate CEO’s schedule and calendar for meetings, conferences, and travel
•  Plan and prepare CEO’s travel arrangements and itinerary for conferences, meetings, and facility visits. Complete expense reports as required upon completion of travel
•  Facilitate communication between the CEO’s office, executive staff, and internal personnel at all levels, and any vendors or customers
•  Prepare memorandums outlining and explaining administrative procedures and policies to department supervisory workers
•  Prepare correspondence on behalf of the CEO’s office as required
•  Follow up to ensure that decisions are implemented and appropriate parties are notified of policy changes or enhancements
•  Attend meetings, seminars, or other business conferences to take notes or furnish information as needed, as well as present on special projects
•  Manage and acquire approval for incoming documents, including maintaining approval process, and forwarding documents as required to appropriate parties
•  Plan, coordinate, and manage offsite departmental meetings; distribute materials in preparation for meeting and disseminate meeting minutes upon conclusion of meeting
•  Arrange and coordinate monthly department meetings, including monthly/weekly meetings with CEO’s direct reports
•  Receive visits or calls regarding issues which may be resolved or referred to proper person for resolution.
•  Provide administrative procedural training to, and act as a resource for, new or lower level Administrative Assistants in the area
•  Initiate or suggest plans to maximize use of resources and/or take corrective action to resolve errors
•  Ensure that area equipment is operating safely and notify responsible person to make changes in order to maintain a safe area
•  Monitor department safety procedures to ensure compliance with company procedures
•  Set a good example for all employees in performance, attendance, dress, and professionalism
•  Manage special projects that may be cross-departmental in scope.
•  Perform admin duties as required, including preparing correspondence, filing, faxing and copying.
•  Maintain department procedure books and records.
•  Analyze and resolve work problems and assist department staff in solving work problems.
•  Suggest changes in working conditions and use of equipment to increase efficiency.
•  Act as spokesperson for CEO/ President as directed.
•  Other projects as directed.

EDUCATION and EXPERIENCE:
•  Bachelor's degree (BA/BS) from four-year College or university; and six years experience working with executive level management; or equivalent combination of education and experience
•  Prior experience coordinating and directing the work of others is desired

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the described functions.

LANGUAGE SKILLS:
•  Ability to read, analyze, and interprets general business periodicals, professional journals, technical procedures, or governmental regulations
•  Must possess the ability to write reports, business correspondence, and procedure manuals
•  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
•  Ability to effectively present information and respond to questions from groups of managers, employees, and customers
•  Ability to interact with diverse personalities and cultures

COMPUTER SKILLS:
Ability to demonstrate proficient skills in use of Microsoft Office, Outlook, Word, Excel and PowerPoint

Desired Knowledge, Skills and Abilities
•  Knowledge of business English, spelling and punctuation, and legal office practices and procedures
•  Knowledge of department operations and objectives and overall knowledge of other departments
•  Skill in demonstrating a professional phone manner
•  Ability to foster a cooperative work environment
•  Analyze, develop, establish, and maintain efficient office work flow and administrative processes
•  Gather data, compile information, and prepare reports
•  Demonstrate excellent organizational, interpersonal, leadership, and reasoning skills
•  Demonstrate advanced skills in organization and to conduct extensive planning requiring a significant amount of time

Additional Information:

Job Posted:
Wednesday, May 16th
Type of Work:
Full Time
Salary Information:
DOE
Reference No:
(805) 318-6537

Contact Information:

The Thornhill Companies
Ruby Castillo