Executive Assistant – Job Description

Position: Executive Assistant

Location: Calabasas, CA

Classification: Exempt, Full-Time

Abbyson Home is seeking a dynamic, organized, and responsible Executive Assistant (“EA”) to support our senior executive in a timely and professional manner. You will provide high-quality administrative and clerical assistance, and ultimately, you should be able to identify and address the needs of this senior executive and perform administrative tasks to ensure our company’s workflow runs smoothly. The EA should be comfortable around multi-tasking errands, spreadsheets, contracts & agreements, project management, etc. so that they can assist the executive in pushing the projects through to completion. The EA should also be comfortable with basic assistant functions, such as personal errands and tasks, in order to best support the executive.

Core Responsibilities

Executive Assistant Duties:

• Personal errands
• Plan appointments and events
• Coordinate daily calendar of executive, as well as manage phone calls and emails
• Act as the point of contact between executive and employees/clients
• Create regular reports and update internal databases
• Respond promptly to executive’s queries
• Facilitate internal communication (e.g., distribute information and schedule presentations)
• Suggest more efficient ways to run the departments and troubleshoot malfunctions
• Review and recommend changes to SOP’s
• Exercise a high level of discretion regarding confidential information

Project Management Duties:

• Be a voice in the strategic planning phase of upcoming projects
• Assist managers in the execution of the implementation plans for assigned projects
• Help coordinate and manage projects from inception to completion
• Review project designs and contribute ideas for cost savings
• Carry out daily operational tasks in an effective and timely manner
• Facilitate communications between office and specialized and technical staff
• Track and report project status updates to project owner.
• Help problem solve issues and suggest ways to improve the project
• Organize, file, and maintain all current project documents
• Enter information into and manage the digital project databases
• Assist in ensuring compliance with necessary specifications
• Help create, manage, and maintain project budgets
• Coordinate and execute daily administrative tasks
• Help create and adhere to project timelines and calendars
• Schedule meetings, phone calls, site visits etc.
• Consult with and gather information from technicians, engineers, contractors, etc.

Qualifications & Requirements

• Bachelor’s Degree required, preferably in business or related field
• Strong proficiency in Microsoft Office Suite.
• 5-7 years’ experience in an Executive Assistant/Administration at corporate level preferred.
• Ability to manage changing priorities, high-volume, complex calendars, and scheduling.
• Ability to maintain a professional and high level of discretion regarding confidential information.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Abbyson provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Abbyson complies with applicable state and local laws governing non-discrimination in employment in every location in which the company operates. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.