We are offering a contract to hire employment opportunity for an Executive Assistant in Newport Beach, California. The role primarily entails managing the executive schedule, coordinating travel arrangements, and acting as a gatekeeper for the CEO. The chosen candidate will work in a hybrid model with initial stages being fully onsite.

Responsibilities:
• Manage and maintain the executive's schedule, ensuring effective time management and prioritization of tasks.
• Coordinate all travel arrangements, including flight bookings, hotel reservations, and itineraries.
• Act as a gatekeeper, managing all incoming calls and correspondence for the CEO.
• Organize and document meeting minutes, providing accurate records of discussions and decisions.
• Manage and maintain an efficient filing system for all customer credit applications and records.
• Utilize various software solutions such as ADP - Financial Services, Cisco Webex Meetings, and Kronos Timekeeping System in day-to-day operations.
• Handle email management, ensuring timely responses and appropriate prioritization.
• Use CRM to monitor customer accounts and take appropriate actions when necessary.
• Provide general administrative support including handling confidential correspondence and setting up conference calls.
• Foster effective communication across the organization, acting as a liaison between executives and other staff members.• Must have 3 or more years of experience in an Executive Assistant role or similar administrative position
• Proficiency in ADP - Financial Services is required
• Experience with Cisco Webex Meetings is necessary for coordinating virtual meetings and conferences
• Knowledge of Concur for managing travel and expenses is essential
• Familiarity with CRM systems for managing customer relationships and data
• Experience with Kronos Timekeeping System for tracking hours and managing schedules
• Familiarity with About Time software for project management is preferred
• Must possess strong skills in Calendar Management to coordinate and schedule meetings and appointments
• Excellent Communication skills, both written and verbal, are required
• Must be proficient in managing Conference Calls to facilitate communication between various parties
• Should possess strong skills in Correspondence, including drafting and managing emails, letters, and other forms of business communication