Insight Investments Corporate Office - Costa Mesa, CA

Executive Assistant to the CEO

Job Locations US-AZ-Scottsdale | US-CA-Costa Mesa
Job ID
2021-1518
Type
Regular Full-Time
Division
Insight Investments

Responsibilities

  • Actively manage the CEO's calendar, schedule meetings, and pro-actively resolve scheduling conflicts.
  • Coordinate all communication to and from CEO including full document creation including review and editing with CEO.
  • Screening calls and responding to letters & e-mails on CEO’s behalf.
  • Coordinate meetings including various conference calls, Teams Meetings or Executive Leadership team(s).
  • Attend certain meetings and accurately transcribe meetings notes.
  • Support of CEO’s personal finances (extensive), donations, paying bills, check deposits at local bank errands, phone calls, etc.
  • Responsible for all administrative duties needed to maintain CEO and EA office environment.
  • Prepare PowerPoint presentations, organizational charts, reports, graphics, etc.
  • Reconcile CEO corporate & personal credit card statements and monitor charges.
  • Arrange complex Domestic and International travels for both personal and business purposes (Leisure travel portion includes 4 to 5 international trips, and 7 to 8 domestic trips annually)
  • Maintain files for correspondence, records, reports, and personal matters.
  • Collaborate with various staff and departments in preparing special projects.
  • Maintain privacy of confidential records, documents, and correspondence.
  • Receive and organize CEO’s incoming mail.
  • Maintain a professional dress attire & appearance.

Qualifications / Education

  • Proficient with MS Word, MS Excel, MS Outlook & MS PowerPoint
  • Ability to take dictation by shorthand or another note taking method.
  • Minimum of 3 years of experience providing administrative support to high-level executives.
  • Must have reliable independent car.
  • Bachelor’s degree or equivalent years of experience

Skills

  • Ability to exercise discretion and maintain strict confidentiality on all matters (personal and professional)
  • Strong verbal and written communication skills, ability to communicate effectively on a one-on-one basis or in group setting.
  • Excellent interpersonal skills with the ability to maintain cooperative working relationships – both within the company and with business associates outside the company.
  • Strong organizational and time management skills with the ability to multi-task and work autonomously or with a team.
  • Ability to prioritize efficiently with the ability to adapt quickly.
  • Must be detail oriented.
  • Must be a highly motivated individual with a high level of initiative and an attitude of willingness to work outside defined job responsibilities.
  • Must be team player willing to assist others at all levels of the organization.
  • Experience making complex travel arrangements. Knowledge of travel policies and practices with hotels, airlines, etc. imperative (you will have access to the Centurion level with AMEX Travel)
  • Ability to evaluate processes and suggest improvements/alternative solutions.
  • On occasion, be available evenings and weekends for calls or text message.

 

Insight Investments, LLC is an Equal Employment Opportunity/Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, age, sexual orientation, gender identity, disability, status as a Veteran or other protected classification.

 

Division

Insight Investments

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