Executive Assistant

AppleOne Employment Services; California (MO); On-site; USD 55,000 - 75,000; Full time

Job summary

A staffing agency in California is seeking an experienced Executive Assistant to provide top-level support for high-level executives. The ideal candidate will excel in calendar management, meeting preparation, and effective communication, with a proficiency in Microsoft Office tools. This role requires a proactive mindset, excellent organizational skills, and the ability to handle multiple high-priority tasks under pressure while maintaining confidentiality and discretion.

Qualifications

• Two or more years of related experience.
• High proficiency in Microsoft Office, including Outlook, PowerPoint, Excel.
• Ability to work quickly under pressure to meet deadlines.

Responsibilities

• Manage calendar for executives.
• Prepare executives for meetings.
• Respond to emails and document requests on behalf of executives.
• Draft slides, meeting notes, and documents.

Skills

Highly polished communication skills

Excellent organizational skills

Proficiency in Microsoft Office

Ability to manage multiple high-priority tasks

Tools

Microsoft Outlook

Adobe Acrobat

Document Management Systems

NetDocuments

Job description

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

• Calendar management for executives
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of executives
• Draft slides, meeting notes and documents for executives

Qualifications

• Experience: Two or more years of related experience.
• Communication Skills: Highly polished communication skills with the ability to interact professionally with all levels of management, staff, clients, and vendors.
• Technical Skills: High proficiency in Microsoft Office, including Outlook (including calendar management), PowerPoint, Excel, Adobe Acrobat, and Document Management Systems. Willingness to stay updated on software frequently used by the firm.
• Experience with NetDocuments or similar document management system is preferred.
• Organizational Skills: Excellent organizational skills with the ability to manage multiple high-priority tasks simultaneously with careful attention to detail and a commitment to producing high-quality work.
• Pressure Management: Ability to work quickly under pressure to meet deadlines in a fast-paced, high-profile practice.
• Integrity and Discretion: High integrity, judgment, and professionalism, with the ability to manage and protect confidential information and financial transactions with the utmost discretion.
• Proactive Mindset: Ability to anticipate attorney/partner needs and follow up proactively.