Executive Assistant

CTC Global Corporation; Irvine (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

CTC Global Corporation is seeking an experienced administrative professional to support the management team with meetings, calendars, travel, and general administrative tasks. You will work closely with other office staff to advance the company’s goals and handle confidential information with discretion.

Responsibilities include processing invoices, managing expenses, coordinating meetings and travel for executives and visitors, preparing conference rooms, and maintaining organized files,

Qualifications

• High school diploma required; 7+ years of related work experience preferred.
• Strong written and verbal communication skills.
• Excellent teamwork and collaboration abilities.
• Ability to manage multiple tasks with tight deadlines.

Responsibilities

• Support administrative tasks as directed.
• Process invoices and handle expenditures on company credit card.
• Schedule, coordinate meetings, and arrange travel for executives and visitors.
• Prepare conference/meeting rooms and maintain files, including contracts.
• Collaborate cross-departmentally with administrative staff.

Skills

Communication

Teamwork

Project management

Flexibility

Discretion

Confidentiality

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Adobe Acrobat

Job description

SUMMARYWork closely with the CTC Global management team to provide support for teams with meetings, visitors, calendars, travel and general administrative tasks.Works closely with other members of the administrative office staff to the overall benefit of the company’s goals and objectives.Complete a broad variety of administrative tasks expeditiously, ensuring all tasks are completed on time and with excellence.Communicate with internal and external parties as needed in a professional manner.Manage a variety of special, high impact projects for executives while maintaining confidentiality and discretion.Gain knowledge of the daily operations of the assigned teams to create efficiencies with administrative tasks.Other projects as assigned.ESSENTIAL DUTIES AND RESPONSIBILITIES:Support administrative tasks as directedProcess invoicesHandle expenditures on company credit cardSchedule and coordinate meetingsCoordinate travel, meals and meetings, among other tasks for CTC ExecutivesCoordinate travel, meals and meetings, among other tasks for visitorsCoordinate invitation letters and tender support documents for signatureAccurately and confidentially maintain all files as applicable, notably commercial contracts filesPrepare conference / meeting roomsCollaborate cross-departmentally including with other administrative personnelMaintain executive calendarsOther tasks as assignedPREFERRED QUALIFICATIONS:High school diploma required7+ years of related work experience preferredExcellent written and verbal communication skillsExcellent teamwork skillsAbility to execute projects to given timelines and deliverablesAbility to remain flexible and agile in a constantly changing environmentExcellent Microsoft Office skills (word, excel, power point) and AdobeMust respect confidential informationDemonstrates HHS qualitiesHigh school diploma required7+ years of related work experience preferredExcellent written and verbal communication skillsExcellent teamwork skillsAbility to execute projects to given timelines and deliverablesAbility to remain flexible and agile in a constantly changing environmentExcellent Microsoft Office skills (word, excel, power point) and AdobeMust respect confidential informationDemonstrates HHS qualities