The Admin Assistant is responsible for all administrative and support functions associated with multiple high-level executives. They will handle all information requests, schedule/calendar appointments, attend meetings and take notation; transcribe notes, prepare follow up documentation, and otherwise relieve management officials of clerical work and administrative and business detail. They will also effectively and efficiently manage the front office desk in a manner that ensures first class service for external and internal clients, guests and potential clients and undertake a range of other administrative tasks.

What you will do here:

Manages executive’s communication, including:

Acting as the point of contact between executives and internal/external clients

Reading, preparing and editing correspondence, communications, presentations and other documents

Arranging meetings, preparing agendas, reserving and preparing facilities, and recording meeting minutes

Preparing monthly reports for each area of responsibility

Answering executive’s phone calls and emails, addressing issues on the executive’s behalf where appropriate

Compiling and submitting PO intake forms and purchase reqs for approval

Processing expense reports, check requests and reimbursement requests. Maintaining logs, reports and computer data

Manages executive’s schedule, including:

Coordinating, scheduling and making appointments

Arranging all logistical aspects of meetings and conferences

Assist in the planning and execution of in-house or off-site activities, conferences/meetings, and employee celebrations.

Booking travel reservations

Maintain office supply stock, including all production supplies for proposal and presentation, printing, binding. and shipping.

Work closely with the Executive Administrative Assistant to ensure seamless day-to-day operations.

Perform other job-related duties as assigned.

What you will need:

High School Diploma or GED required.

Bachelor's Degree preferred.

5+ years of related experience required.

2+ years direct experience supporting executive or mid-level leadership required.

Must have demonstrated ability to self-manage time and priorities, provide support to a variety of different managerial styles and meet expectations of multiple people; In addition, must have the ability to handle fairly constant medium to high level of pressure to perform and high level of accuracy required.

Must be able to maintain high levels of customer service in conducting daily activities, communications and interactions with all levels within the organization and with external clients required.

Must be able to act in a courteous and professional manner and display courtesy to internal and external clients, vendors and others in all interactions; Must have strong listening skills and the ability to demonstrate sensitivity toward others required.

Must be able to protect the confidentiality of information at an advanced level for all legal, financial, employee, computer or other sensitive information or material required.

Demonstrated ability to effectively present information and respond to questions from groups of managers, clients, vendors, and the general public required.

Demonstrated ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists required.

Demonstrated ability to professionally write reports, business correspondence, and procedure manuals required.

Demonstrated expertise using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Visio, OneNote) required.

Must be flexible and willing to work the demands of the department which are subject to include evenings, weekends, holidays, early or late days based on executive management activities required.

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

For additional information about our organization, careers, and benefits visit: http://www.desertfinancial.com/careers.