Executive Assistant

Description

The Executive Assistant is responsible for providing administrative support to the executives and staff at the Los Angeles office location. The role will report to the VP of Corporate Facilities and Administrative Services and required to be in the office

• Create and maintain vCard database
• Mange the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), and recording meeting minutes.
• Maintains a high level of confidentiality with sensitive information
• Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required. Coordinating itineraries with others.
• Manage executive calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf. Handle scheduling of business appointments
• Act as back-up to the other administrative staff as needed
• Event planning responsibilities including but not limited to; planning corporate events, booking related travel,
• Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls.
• Set-up and maintain departmental and/or management files according to established criteria
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, code, and process invoices related to departmental expenses including but not limited to: setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments
• Prepare and edit correspondence and communications.
• Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company

Requirements

• Strong attention to detail, organization, and ability to independently troubleshoot unforeseen logistical issues
• Experience with video conferencing software is preferred
• Demonstrated ability to effectively prioritize, plan, and execute Executive Assistant responsibilities in an organized and timely manner
• Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of their executives and/or the organization they represent
• Ability to define problems, collect data, establish facts and draw valid conclusions
• Experience with office equipment such as printers, copiers, scanners, mail metering machines
• Ability to interpret documents such as contracts, agreements, documents, reports, and procedure manuals
• Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors
• Bachelor’s degree and/or related experience
• Responsiveness to requests and demonstrated ownership in completing essential tasks and assignments in a timely manner
• Proficient with Microsoft Office including Outlook, Word, Excel, PowerPoint required
• Ability to complete responsibilities and projects with minimal direction/supervision
• Ability to respond effectively to the most sensitive inquiries or complaints
• 3 years’ experience providing Executive Assistant support for senior executives in a fast-paced corporate environment
• Experience with accounts payable software such as Yardi desirable

Benefits

*Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on CIM Group. Please inform our Talent team if you need any assistance completing any forms or to otherwise participate in the application process.

Up to 16 hours of volunteer time off

A variety of Medical, dental, and vision benefit plans

Comprehensive paid time off, including: vacation days, 10 designated holidays, sick time, and bereavement leave

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required. At CIM, base pay is one part of the total compensation package. This role is eligible for bonus pay in addition to base salary. The anticipated base salary range for the position in Los Angeles, CA is $90,000 - $120,000.

Ongoing professional development programs

Up to 16 weeks of Paid Parental Leave

Wellness program, including monthly and quarterly prizes

401(k) savings plan, with company match

Company paid life and disability insurance

Health Savings Account with a generous employer contribution

Training + Development

Interview process

Visa Sponsorship

Security clearance