Administrative Assistant

ACL Digital; San Diego (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

ACL Digital in San Diego, CA is seeking an Administrative/Executive Assistant to support multiple VPs and the SVP & President in a fast-paced environment. You will manage calendars, travel, meetings, and confidential communications with professionalism.

The role requires superb organizational skills, discretion, and the ability to anticipate needs, coordinate cross-functional tasks, and maintain executive alignment across the North America Customer and Partner Organization.

Qualifications

• Experience supporting executives in a corporate environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and calendar systems.

Responsibilities

• Provide sophisticated calendar management for multiple leaders and prioritize inquiries.
• Manage travel schedules, including complex domestic and international arrangements.
• End-to-end event planning and management for team activities.
• Perform a broad range of administrative tasks (org charts, contact lists, expense reports).
• Serve as a confidential point of contact for executives and internal/external stakeholders.

Skills

Calendar management

Travel coordination

Meeting scheduling

Confidentiality

Professionalism

Communication skills

Problem-solving

Microsoft Office

Tools

Microsoft Office

Job description

Hiring for Administrative/Executive Assistant in San Diego CA location

Job Description:

Supporting the North America Customer and Partner Organization, the Executive Assistant role provides direct support to the multiple VPs located in San Diego, as well as backup support to the SVP & President. The Executive Assistant must be creative, solution-oriented, resourceful and must enjoy working within a fast-paced, dynamic environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, strong attention to details and demonstrated ability to maintain a realistic balance among multiple priorities.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Provide sophisticated calendar management for multiple members of the North America Customer and Partner leadership team. Prioritize inquiries and requests while troubleshooting conflicts focused on external engagements including business reviews, speaking engagement and high-profile external meetings as well as CEO/CFO-level internal meetings; make judgements based on priority to rapidly address last minute changes to schedules and ensure stakeholders are kept abreast.
• Manage travel schedule. Ability to book and manage complex domestic and international travel.
• Event planning and management. End-to-end management of team events, including ability to recommend/plan schedule, book, and ensure smooth execution.
• Complete a broad variety of administrative tasks which could include: maintaining organizational charts, contact lists, completing expense reports, and general administrative responsibilities.
• Serve as a point of contact for internal and external constituencies on all matters pertaining to the VPs supporting, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect leaders’ style and organization policy.
• Other projects/duties assigned for the overall benefit of the organization such as the organization’s site and team events.

Required:

• Calendar Management
• Travel Coordination
• Meeting Scheduling
• Confidentiality
• Professionalism
• Communication Skills
• Problem-Solving
• Microsoft Office

KEY COMPETENCIES:

• Integrity: Demonstrated leadership to maintain credibility, trust, and support with Executives.
• Communication: Able to interact with people of all levels in a confident, professional manner.
• Agility: Ability to think outside of the box with a sense of urgency.
• Resilience: Sustainability and resilience under pressure.
• Responsive & Collaborative: Ability to collaborate effectively with executive leaders in the company and with other executive admins. Proactive in work style and responsiveness in support of the executive leader and team needs.