9Dot HR

  • Executive Assistant

    Job Locations US-CA-Pasadena
    Posted Date 1 month ago(12/18/2018 6:16 PM)
    # of Openings
  • Overview

    General Summary:

           The Executive Assistant provides a variety of administrative functions such as coordinate meetings, compose            correspondence, manage phone and  email traffic as requested and takes minutes as well as provide general         secretarial office support for the President. 


    • Creates and composes correspondence for Supervisor(s) as needed, providing error-free final product with minimal number of drafts.
    • Schedules meetings and manages calendar.
    • Fields calls from parents and students about programs and concerns.
    • Coordinates schedules and calendars for President and Vice President or Deputy Superintendent.
    • Responsible for coordinating all Board of Director Meetings for company, minutes and documents. Acts as liaison to Board for the President/Deputy Superintendent.
    • Handles routine support for the President’s staff meetings and activities (minutes and distribution).
    • Reviews, compares and prepares various legal documents (i.e. proposals, petitions, applications) for conformation and consistency.
    • Reads, sorts and routes incoming mail for Supervisor, bringing attention to time sensitive or priority mail as needed.
    • Acts as liaison or representative for Supervisors in routine administrative activities, phone calls, inquiries or other matters as designated.
    • Coordinates travel arrangements, itineraries, meetings and events for company personnel.
    • Provides organizational and clerical support as needed for Supervisors.
    • Collects data and prepares reports, including conclusions and recommendations for Executives/Supervisor.
    • Prepares, organizes and maintains corporate documents and records (i.e. notices, minutes, memos, articles).
    • May assist to prepare annual reports for various state and government agencies.
    • Coordinates staff appreciation events and other staff meetings for Supervisor.
    • Helps other Executives as needed.
    • Supports office staff.
    • Assists with other projects, functions and duties as assigned.


    Knowledge, Skills and Abilities Required:

    ·         Ability to identify Supervisors’ needs and independently resolve potential problems.

    ·         Ability to make decisions, exercising reasonable independent judgment and discretion with minimal guidance and/or supervision.

    ·         Ability to maintain confidentiality and appropriately disseminate information.

    ·         Ability to follow up on task commitments and give updates as needed.

    ·         Ability to work efficiently under pressure and meet deadlines, while maintaining courtesy and professionalism.

    ·         Proficiency with Microsoft Office software.

    ·         Ability to type 50 wpm.

    ·         Excellent written and oral communication skills.

    ·         Strong organizational and proofreading skills, with attention to detail.

    ·         While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee is occasionally required to stand, walk, use hands to finger, handle, or feel; reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and taste or smell.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include; close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

    Education and Experience:

    *         Minimum high school diploma or equivalent.  College degree preferred.

    *         Administrative experience at executive level or equivalent related experience.  Accounting background helpful.


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