Executive Assistant

Lyon Living; Newport Beach, Northern (CA, KY); Hybrid; USD 90,000 - 100,000; Full time

Benefits offered by this job

Medical/Dental/Vision Plans/FSA/HSA

401K Matching

Employee Housing Discounts

Education Reimbursements

Employee Referral Bonuses

Job summary

Lyon Living in Newport Beach is seeking a full-time Executive Assistant to provide high-level support to several executives. You will manage calendar coordination, travel logistics, and the preparation of memos, letters, and proposals in a fast-paced corporate setting.

The role requires advanced MS Office skills, exceptional communication, and the ability to handle confidential information with discretion. A strong multi-tasking capability and proactive problem solving are essential to success.

Qualifications

• Associates degree required; Bachelor's preferred.
• 6–8 years of admin experience in corporate office.
• Ability to multi-task under pressure with attention to detail.
• Strong communication and discretion with confidential information.

Responsibilities

• Support senior executives in a dynamic setting.
• Prepare memos, emails, and presentations; edit documents.
• Schedule meetings; prepare agendas and minutes.
• Coordinate travel arrangements and expense reports.
• Open and distribute mail; manage files and databases.
• Provide Outlook calendar and email support.

Skills

Advanced MS Office

Calendar management

Travel coordination

Written communication

Multitasking

Education

Associate's degree

Bachelor's degree preferred

Tools

MS Office Suite

Zoom

Outlook

Job description

Lyon Living proudly offers the following benefits:

• Medical/Dental/Vision Plans/FSA/HSA
• 401K Matching
• Employee Housing Discounts
• Education Reimbursements
• Employee Referral Bonuses

Pay Range: $90,000 - $100,000 annually

Our teams work hard to maintain a culture that is conducive to creative thinking, empowerment, and collaboration. We are currently looking to fill a full time Executive Assistant position.

The Executive Assistant will provide support and coordination for a few of our executives.

Essential Job Functions:

• Simultaneously support senior executives in a dynamic setting.
• Produce quality work in a fast-paced environment, meeting deadlines as well as internal and external expectations for quality and accuracy.
• Work independently with minimal direction and accurately assess requirements for each project; be able to communicate effectively when there are questions or issues to be addressed.
• Compose and edit memos, letters, emails and other correspondence; format and edit documents such as presentations, proposals, contracts, and other deliverables.
• Proofread drafts of correspondence for spelling, grammar, accuracy and layout, and make appropriate changes.
• Create and update presentations including charts, tables, and graphs utilizing various software programs.
• Schedule and coordinate meetings; prepare agendas and minutes.
• Interface with employees, visitors, and outside contacts for executives. Act as gatekeeper and also liaison in coordinating and disseminating approved information.
• Create and maintain files, databases and spreadsheets.
• Coordinate travel arrangements, prepare itineraries, compile documents for meetings, and complete travel and expense reports.
• Provide Outlook calendar and email support.
• Open and distribute incoming mail to appropriate executives.
• Process invoices for payment after first assessing purpose, obtaining approval, and routing to appropriate party for payment.
• Assist with meeting services including catering setup/teardown, room configuration and AV.

Experience/Requirements:

• Minimum of Associates Degree; Bachelor’s Degree strongly preferred.
• Minimum 6-8 years administrative assistant experience in a corporate office environment.
• Must enjoy and operate efficiently in a fast dynamic environment and have excellent time- management skills.
• Strong ability to multi-task even under high pressure with laser-focus attention to detail.
• The ability to exercise good judgment/decision making, anticipate problems, and be proactive with a common sense approach to providing solutions/resolutions.
• Excellent communication skills (verbal and written) and have the ability to work across functions.
• Be able to handle confidential and sensitive information with discretion and exercise professionalism at all times.
• Be dependable, highly motivated with a can-do attitude, and accountable for all responsible tasks.
• Have high degree of flexibility and the ability to calmly handle multiple issues that may arise.
• Possess strong customer service skills, a positive and professional demeanor, and have the ability to interact with all levels inside and outside the organization.
• Have the ability to establish and maintain effective working relationships with colleagues, executive team, staff and external contacts, working collaboratively in a team environment.
• Ability to collect, research, organize, analyze and report data; evaluate information and systems; and make appropriate recommendations.
• Excellent technical skills - MS Office Suite (including Word, Excel, PowerPoint, Outlook, Teams), Zoom, Proofreading and Internet.
• Solid organizational skills.
• Ability to take initiative, be assertive and confident.
• Flexibility to work overtime as required.

This position requires attendance at offsite meetings, visits to other Company operated locations, purchase of goods from offsite vendors and other tasks away from a single assigned location. Applicant must have a valid driver's license or be able to utilize an alternative form of transportation at their own expense which allows them to reach the required destination in a time period comparable to that if they were to drive their own vehicle. Employees choosing to drive their own vehicle for work-related duties will be required to have a valid driver’s license and provide proof of insurance, and may be subject to a DMV record search.

Lyon Living is an Equal Opportunity Employer. Employment selection and related decisions are made without regard to race, color, religion, sex, national origin, disability, or veteran status.

Pre-employment background check and drug screening required. Lyon Living participates in the E-Verify program.