Executive Assistant / Office Manager
Company: Constant Associates
Location: Torrance
Posted on: May 9, 2022
Job Description:
Executive Assistant / Office Manager [Hybrid!]CONSTANT is
seeking a multi-faceted Executive Assistant / Office Manager to
support our small, woman-owned company as we rapidly expand our
operations. Our success depends on our people, productivity, and
procedures. You will play a critical role across all areas through
the daily operations of CONSTANT. The ideal professional for this
position is a flexible problem solver with superb communication
skills and a detail-oriented mindset. If you are looking to
leverage your skills within an innovative company - we're the place
for you! This Is What You'll Do
- Reports to the CEO, prioritize complex requests into a usable
format for the executive to review and make strategic and tactical
decisions.
- Researches, summarizes, and prepares presentations, develops
reports, charts, and budget materials that focus on increasing the
efficiency of the executives.
- Provides support and collaborates with our Executive Leadership
Team (ELT), Managers, and Team Members.
- Uses discretion in handling confidential information and
knowledge of the organization to facilitate projects, and
activities and improve processes.
- Prepare client invoices, and process vendor bills.
- Produce large printing projects (proposals, materials) on site
and ensure delivery to clients.
- Process and maintain business licenses and other business
registrations and renewals.
- Organize company records management, files and assist staff
with administrative tasks.
- Write and prepare communications including research, drafting
memos, emails, invoices, reports, and other correspondence.
- Responsible for engaging in virtual and in-person event
planning, itineraries, travel arrangements, facility management,
supplies, meeting setup, and implementation.
- Answer general inquiry calls, schedule management, maintain
calendars for the company, coordinate staff, and other
meetings.
- Assist with the administration of the office space and
facilities, helping to ensure adequate supplies.This is who we're
looking for: -
- +5 years experience working in an Executive Assistant or Office
Manager capacity.
- A highly professional, creative, and committed individual with
proven technical and organizational skills.
- Approachable style and ability to effectively and
professionally collaborate with high-level executives, clients,
employees, and business associates, both internal and
external.
- Strong command of Microsoft Suite Applications (PDF, Word,
Excel, Outlook, Teams).
- Strong proofreading/editing skills.
- Exceptional written and communication skills.
- Self-starter, with the ability to work with limited
supervision, exercises good judgment, anticipate issues, and
proactively problem solve.
- Familiar with general financial and management concepts,
including cash management, billing & receiving functions, inventory
management, and accounts payable.
- Utilizes business software applications to prepare
correspondence, reports, presentations, agendas, minutes, etc.;
compiles data for expense and statistical reports.
- Be in the office at least 2 times per week and when needed,
dependable transportation required. Within a reasonable commute
distance (-45 min).
- Manage and coordinate multiple calendars, both individual and
project-specific.
- Dedicate the necessary time beyond routine hours (as required,
including last-minute needs) to assist in meeting business
commitments. Will require some overtime.
- Lead special projects to improve office operations.
- Ability to lift - 20 lbs. (boxes, deliveries, printing
projects)
- Other duties as required.Preferred: -
- Associates or Bachelor's degree in business administration or
relevant field.
- Proficient in Adobe Photoshop.
- Knowledge/experience using SharePoint.
- IAAP CAP (Certified Administrative Professional) designation
and/or another Administrative Professional certification.About Us
Our mission is to make this world a safer place. -CONSTANT is an
award-winning disaster and crisis management consulting firm. - We
bring a tenured history of helping clients across all levels of
government and the private sector prepare for catastrophic
disasters and acts of terrorism. We have an enviable client base
that spans private and public sectors from federal, state, and
local government agencies to the world of entertainment. Upgrade
your career with Constant Associates (CONSTANT). -We do work that
matters, that has the potential to save lives, and that makes a
difference. - You'll work with people who not only embody
professionalism and excellence but know how to have fun and bring a
strong sense of team. -Welcome to CONSTANT. - - We believe that the
health of our company is directly attributed to the common belief
in our mission, the embodiment of our core values, and our
contribution to the greater fabric of the communities that we
serve. We are deeply committed to product excellence and superior
customer service, providing a platform for our employees to thrive
and prosper. Learn more about CONSTANT here: -. Location,
Compensation & Benefits Location: Torrance, California, or local
areas with a reasonable commute (- 45 min). Competitive
compensation is based on the capability of the candidate.
Competitive benefits package that includes:
- Healthcare (for California or stipend)
- Dental
- Employee Assistance Program "EAP" (company paid)
- 401(k) with Generous Employer Match
- Eligible for Performance-based Bonus
- Ten (10) Paid Holidays
- Paid Time Off
- Volunteer Paid Time Off
- Professional Development
- Work From Home Stipend
- Life and AD&D Insurance (company paid)
- Long Term Disability (company paid) CONSTANT is certified as an
8(a) and Economically Disadvantaged Woman-Owned Small Business
-(EDWOSB). We are an Equal Opportunity Employer and provide
reasonable accommodations to applicants with physical and/or mental
disabilities. We value and encourage diversity and solicit
applications from all qualified applicants without regard to race;
ethnicity; religion; gender; age; national origin; marital status;
sexual orientation; gender identity or expression; family
responsibilities; matriculation; physical or mental disabilities;
source of income; political affiliation; genetic information;
status as a protected veteran; place of residence or business; or
any other characteristic protected by federal, state, or local law.
If you are interested in applying for employment with CONSTANT and
need special assistance or an accommodation to apply for the
position, please call (386) 888-8327. Determination on requests for
reasonable accommodation are made on a case-by-case basis. CONSTANT
is a federal contractor supporting veteran candidates.
CONSTANT is also a Great Place To Work certified organization. - We
are an E-Verify participating employer. Disclaimer This job
description has been designed to indicate the general nature and
level of work performed by employees within this classification. It
is not designed to contain or be interpreted as a comprehensive
inventory of all duties, responsibilities, and qualifications
required of employees assigned to the job.
Keywords: Constant Associates, Torrance , Executive Assistant / Office Manager, Executive , Torrance, California
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