Executive Assistant (Operations) in Irvine, CA
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VERIFIED JOB AD: This is a third-party job ad, not a placement being made by our firm
INDUSTRY NEWS: FEATURED JOB
INDUSTRY NEWS: FEATURED JOB
Job Description
Who We Are
AIS was founded in 1968, selling auto insurance in sunny California. In order to meet our customers' growing demand, over the years we expanded our service capabilities across all 50 states.
Amazing Opportunity
Excellent corporate career opportunity! We are currently recruiting dedicated, service-oriented professionals who are interested in an executive administration career.
Your Responsibilities
Administrative Support:
Communication and Correspondence:
Content Creator (Development):
Event Coordination:
Office Operations:
Facilities Management:
Project Assistance:
Travel Arrangements:
What You’ll Bring
Education & Experience
Work-from-home requirements
What We Offer
AIS was founded in 1968, selling auto insurance in sunny California. In order to meet our customers' growing demand, over the years we expanded our service capabilities across all 50 states.
Amazing Opportunity
Excellent corporate career opportunity! We are currently recruiting dedicated, service-oriented professionals who are interested in an executive administration career.
Your Responsibilities
Administrative Support:
- Relieves executives of administrative details, usually of a confidential nature.
- Provide administrative support to management, including scheduling meetings, managing calendars, and handling correspondence.
- Prepare and distribute daily, weekly & monthly reports; create and maintain master spreadsheets for reporting.
- Requires detailed knowledge of Company operations and organizational procedures in order to complete duties.
- Bi-monthly reconcile timesheets – edit timesheets as needed in UKG for the corporate team.
- Process marketing invoices for payment.
- Ad hoc reports, mail merge, research, and miscellaneous tasks for Executives, Sales, and Marketing depts.
Communication and Correspondence:
- Serve as the primary point of contact for internal and external communications, including answering phone calls, emails, and inquiries.
- Draft and proofread correspondence, reports, and other documents as needed.
- Provide backup coverage for phones.
Content Creator (Development):
- Uses cross-functional knowledge and expertise to ensure consistency in messaging and tone.
- Works with cross-functional teams within the organization to develop targeted communication pieces for unique and/or individual audiences.
- Develops messaging and communications strategies for key initiatives and business changes/impacts.
- Assists with the development, implementation and coordination of employee communications and change management strategies, with the goal of communicating critical business initiatives, internal updates, changes, and leadership messages.
Event Coordination:
- Organize company events, meetings, and conferences, including coordinating logistics, managing invitations, and arranging catering.
- Responsible for the administration of season ticket distribution - Administer account, arrange subscription payments, purchase special event tickets, distribute tickets.
- Purchase and distribution of corporate gifts, logo wear, and gift cards.
Office Operations:
- Responsible for overseeing the administrative activities of the corporate office, ensuring efficient operations, and providing support to executives and management team. This role involves managing office resources, coordinating office procedures, and maintaining a productive and organized work environment.
- Oversee office operations and procedures to ensure efficiency and compliance with company policies.
- Manage office supplies and equipment, including procurement, inventory management, and maintenance.
- Coordinate office services, such as cleaning, security, and utilities.
- Flexibility to handle in-office responsibilities tentatively up to 1-2 times a week at corporate location in Irvine, CA.
Facilities Management:
- Coordinate office maintenance and repairs, including liaising with building management and external vendors.
- Ensure compliance with health and safety regulations and maintain a safe working environment.
Project Assistance:
- Assist with special projects and initiatives as assigned by executives, including research, data analysis, and coordination with other team members.
Travel Arrangements:
- Make travel arrangements, including booking flights, hotels, and transportation, and preparing itineraries. Reconcile invoices.
What You’ll Bring
- Advanced experience using Microsoft Office, including Excel, Word, PowerPoint, and Publisher.
- Thorough knowledge of executive's area of responsibility and general knowledge of Company policies, procedures, and operations.
- Demonstrates a high degree of knowledge, competence and administrative skills and operates with considerable independence.
- Proficient administrative skills including the ability to type standard business vocabulary or a range of specialized, recurrent terminology accurately and efficiently.
- Able to produce high-quality work that is accurate, complete, and properly formatted.
- Excellent writing, editing, and proofreading skills, with attention to detail and ability to adapt style for different audiences and channels.
- Strong interpersonal and relationship-building skills, with the ability to work effectively with cross-functional teams and external stakeholders.
- Able to analyze moderately complex administrative processes for efficiency, including prioritizing and establishing own schedule, auditing various functional areas, and completing special projects, with an aptitude for data analytics.
- Proficiency in digital communication tools and platforms, including social media management tools, email marketing software, and content management systems as well as displaying data or content in a consumable manner.
- Creative thinking and problem-solving skills, with the ability to generate innovative ideas and solutions.
- Strong project management skills, with the ability to manage multiple projects and priorities simultaneously.
- Flexibility and adaptability to changing priorities and deadlines.
Education & Experience
- Bachelor’s degree in the field of Communications or related field preferred, but not required.
- Minimum 5 years directly related experience or equivalent combination of education and/or experience.
Work-from-home requirements
- Designated workspace free from noise and other distractions.
- Remote office internet connection via Internet Service Provider (ISP) or Cable Modem.
- High-speed internet access required.
What We Offer
- Competitive compensation
- Flexibility to work from anywhere in the United States for most positions
- Paid time off (vacation time, sick time, paid Company holidays, volunteer hours)
- Incentive bonus programs (potential for holiday bonus, referral bonus, and performance-based bonus)
- Medical, dental, vision, life, and pet insurance
- 401 (k) retirement savings plan with company match
- Engaging work environment
- Promotional opportunities
- Education assistance
- Professional and personal development opportunities
- Company recognition program
- Health and wellbeing resources, including free mental wellbeing therapy/coaching sessions, child and eldercare resources, and more
How to apply for this job
Job Location
This company is located in Irvine, California.