Executive Assistant

JOB DESCRIPTION

The primary responsibility of this position is to provide executive administrative support for assigned Executive(s) in accomplishing their goals and objectives through an understanding of the Executives department and team operations, culture
Work location - El Segundo Campus, 2151 E. Grand Avenue, El Segundo, CA, 90245-5017
Worktype - Hybrid
Requirements:
Required
 
Minimum hard skill requirements (including computer and application proficiency):
 Proficient in Microsoft Suite including Word, Excel, Power Point with the ability to learn new job-related systems and software
 
 
Minimum soft skill requirements:
 Demonstrated ability to work diplomatically with different personalities among upper management and employees at all levels
 Detail-oriented problem solver with experience in program management activities
 Demonstrated ability to manage multiple priorities and projects with excellent follow-through to meet deadlines
 Superior common sense, judgment, pragmatism, tact, diplomacy and professionalism
 Exceptional organizational, analytical and interpersonal skills
 Expert presentation and written and verbal communication skills
 Ability to work in a team-oriented environment and be flexible, adaptable and responsive to colleagues at all levels
 Ability to work with external vendors, executives, senior management and support staff on matters of concern to Executive(s) and/or department
 Ability to type accurately using standard business vocabulary and grammar
 Ability to handle conflict appropriately
 Ability to discern when to escalate issues upward and when to make appropriate decisions
 Ability to contribute a fun and creative approach to team activities and morale.
Preferred
 
Preferred years of relevant work experience: 5+ BA
 
Preferred education, certifications and/or credentials: BA degree + 5 years experience
Responsibilities:
Handling various administrative duties to support and enhance efficient office and department operations
Managing complex scheduling logistics, extensive calendar management, and sending reminders to facilitate productivity of Executive(s)
Managing, coordinating, and arranging travel and travel-related arrangements, including lodging, transportation, and meal coordination for the Executive (s)
Preparing and filing expense reports for the Executive(s), and managing the departments purchase order process and processing of invoices;
Creating, editing, and proofreading emails, memos, correspondence, spreadsheets, and other written material to facilitate Executive effectiveness while ensuring accuracy, neatness, proper spelling, punctuation and grammar, and improving readability and clarity
Maintaining professionalism and strict confidentiality with all information and materials, including when asked to transcribe dictation of a technical or highly confidential nature
Provide program management oversight for Executive(s) and department(s) to ensure deadlines are met
Assisting in planning meetings (live, videoconference and conference calls) and developing agendas;
Assisting in departmental effectiveness including ordering equipment and supplies for the department, handling catering orders, organizing department events, and supporting travel and expense requests;
Developing and maintaining an understanding of KARL STORZ business activities, including organization, workflow and operations;
Assisting with and collaborating in the development of department specific materials on behalf of Executive(s) including companywide or functionally specific policies, processes, programs and/or training;
Using discretion in answering and screening email and telephone calls, including responding to or routing inquiries to the appropriate personnel or department as applicable;
Bringing to managements attention matters of major importance;
Providing periodic and short-term relief to other Executive Assistants; Collaborating with business partners at all levels, both locally and globally, including other Executive Administrators and Executives within KARL STORZ;
Other duties consistent with the general nature and focus of the job and/or the goals and objectives of the department as assigned.
Responsible for following guidance of Executive(s) and department
Adhere to KARL STORZ Safety protocols
Adhere to KARL STORZ Quality Management System
Must be able to maintain productive working relationships and treat fellow employees with respect.
Has contact with Executive staff requiring sound judgment, inside and outside the company staff
Physical requirement: Manual dexterity for computer and electronic work.
Mental requirement: Ability to adapt and demonstrate flexibility in dealing with changing priorities and work situations.
Skills:
 BA degree + 5 years experience