Executive Support Specialist

Jobtailor; San Diego (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

Jobtailor in San Diego seeks an Executive Support Specialist to provide confidential, high-level administrative support to senior leadership across sales, marketing, and technology. You will manage calendars, coordinate travel, and plan meetings with executives, vendors, and teams.

Responsibilities include developing and refining processes, creating SOPs, and driving operational efficiency through technology and data analysis.

Qualifications

• Minimum of two years of administrative experience.
• Confidentiality and professional appearance.
• Clear, positive verbal and written communication skills.
• Desire to provide prompt, friendly, quality-driven service to all levels of the organization.
• Ability to adapt to changing priorities in a fast-paced environment.
• Knowledge of administrative and clerical procedures, systems and terminology.
• Proficiency in Microsoft Office Outlook, Word, Excel, and PowerPoint.
• Knowledge of Cloud Storages such as SharePoint.
• Must have a valid driver’s license and vehicle for errands outside the office.

Responsibilities

• Provide high-level administrative support to senior leadership including sales, marketing, and technology.
• Maintain calendar for CEO/COO: travel arrangements, conference calls, meetings with management and vendors.
• Assist in coordinating Leadership team and COO procedures in the system of record.
• Develop, document, and refine processes and workflows for business operations.
• Cross-functionally identify process gaps and implement solutions.
• Deliver and build SOPs to improve processes.
• Support escalations from leadership and resolve inquiries.
• Leverage technology for process efficiency and data analysis.
• Prepare agendas, minutes, correspondence, and maintain contact lists.
• Manage projects on behalf of the CEO and monitor KPIs.
• Assist executives in decision-making and initiative implementation.
• Manage Project Trackers for cross-collaboration transparency.

Skills

Executive support skills

Verbal communication

Written communication

Adaptability

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

SharePoint

Job description

Responsibilities

• The primary function of the Executive Support Specialist is to provide high level, professional and confidential administrative support to senior leadership including sales, marketing, and technology.
• The ideal candidate will be experienced in handling a wide range of administrative and operational support-related tasks and will be able to work independently with little or no supervision.
• Maintain calendar for CEO/COO: travel arrangements, conference call scheduling and set-up, planning and coordinating meetings with management, vendors, etc.
• Assist in coordinating our Leadership team and COO to reflect procedures of the system of record.
• Participate in the effort to define, document, and refine processes, procedures and workflows for business operations based on company best-practices.
• Cross functionally works with internal teams to identify process gaps, measures impact, and solution-oriented around challenges.
• Deliver and build SOPs to improve processes and procedures.
• Support escalations from our leadership team and be the lead to resolve business unit questions and escalations.
• Leverage technology to enable process efficiency, data analysis, and process capability.
• Perform other duties as assigned.
• Prepare and distribute agendas and meeting minutes, prepare correspondence, maintain address, and contact lists, ensure filing systems are organized and up to date, maintain corporate information as directed, plan/assist with corporate events.
• Managing projects on behalf of the CEO to ensure the team is held accountable and KPIs are met.
• Assist and communicate with executives in decision-making, program management, and initiative implementation.
• Managing Project Trackers to give transparency to the Executive to cross collaborate and ensure there is no crossover.

Requirements

• Minimum of two years of administrative experience
• Professional appearance and courteous demeanor with ability to always maintain confidentiality
• Clear, positive verbal and written communication skills
• Desire to provide prompt, friendly and quality-driven customer service to all levels of organization
• Ability to adapt to changing priorities in a high volume and extremely fast paced work environment
• Knowledge of administrative and clerical procedures, systems and terminology, file and records management, transcription, and general office management
• Computer literacy with proven ability to learn new software applications quickly.
• Proficiency in Microsoft Office Outlook, Word, Excel, and PowerPoint.
• Knowledge of Cloud Storages such as SharePoint.
• Must have a valid driver’s license and vehicle that can be used for errands or other tasks that need to be performed outside of the office.

Core Competencies

Demonstrates expertise in providing high-level administrative support, managing executive calendars, and coordinating meetings while ensuring confidentiality and professionalism. Proficient in process improvement, project management, and leveraging technology for operational efficiency.