Sr. Executive Assistant

The Job Title : Sr. Executive Assistant

The Company : GIA is the worlds foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 600 of its 3000 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment. C lick here to learn more about GIA!

The Location : This position is located in Carlsbad California at our corporate headquarters . We offer flexible hours as dictated by the Institute with the ability to be onsite 5 days per week.

The Environment :

On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks!

Economic friendly services - electric vehicle charging stations on-site

Ergonomic assessments offered on-site and virtually

The Culture : We foster an environment of autonomy performance and passion. Our team members collaborate extensively across various departments providing high-quality service to internal staff stakeholders and the organization as a whole . We value initiative cross-functional cooperation and a commitment to excellence in all our endeavors.

What to expect :

We offer competitive medical dental vision and matching 401-K plans (no vesting )

Paid vacation sick and holidays tuition assistance commuter benefits

The Sr. Executive Assistant will provide high-level administrative support to the executive leadership team with professionalism and in a manner that exemplifies the Institutes core values. This position is primarily responsible for managing meetings correspondence executive calendars travel arrangements and overseeing special projects to conserve their Executives time and improve their efficiency. The incumbent must be diplomatic and creative in their support of senior leadership.

Essential Duties & Responsibilities

Organizes complex calendars manages meetings supports town halls and other events as required

Arranges travel accommodations

Prepares and manages reimbursement / expense reports and budget reports

Screens incoming communications takes and delivers accurate messages and responds to requests by gathering and providing detailed information

Drafts proofreads and revises reports memos and presentations for internal announcements and meetings

Takes notes at meetings and tracks action items to ensure follow-through when requested

Manages sensitive matters with a high degree of confidentiality and discretion especially with decisions which impact business operations

Acts as a liaison between executives and departments for transparent collaboration

Understands and stays relevant with industry trends and jargon

Completes special projects as needed

Other duties as assigned or required

Job Competencies

Communication skills : ability to communicate complex info in a simplified and clear manner; can communicate effectively with others able to develop and modify communication strategies to deliver difficult or complex information. Actively listens and encourages the open expression of diverse ideas.

Interpersonal skills : ability to create positive interactions with colleagues; actively communicates with co-workers or with management in a timely & professional manner; maintains collaborative working relationship with others and peers to improve performance.

Teamwork : Interface well with others knows who to go to and how to communicate issues / needs. Knows how to balance the interests of multiple stakeholders.

Problem solving : Works on complex issues requiring the ability to synthesize and analyze multiple sources of information to independently solve problems requiring strong judgement and decision-making abilities.

Time management / organizational skills : Manages time and priorities appropriately - approaches work in an organized and systematic manner. Able to manage large projects and deadlines.

Flexibility : able to adapt to change able to multi-task while maintaining attention to detail. Able to adapt communication styles. Understands that different situations may call for different approaches.

Personal accountability : continually improves performance; takes personal accountability for decisions actions & outcomes. Follows through on commitments and encourages others do the same.

Conflict resolution : able to settle differences in productive ways while minimizing disruptions. Willingness to confront issues. Facilitates breakthroughs by integrating diverse views and finding common ground or acceptable alternatives.

Maintains & fosters sensitivity and respect for cultural diversity. Seeks to understand different perspectives and cultures.

Mentoring : Always shares and transfers knowledge locally and / or globally to team members as needed

Language skills : Advanced proficiency in reading writing and speaking in English

Minimum Qualifications :

Bachelors degree in business administration or related field and 7 years of experience providing exempt-level support to C-suite executives; or equivalent combination of education and experience is acceptable

Ability to make sound decisions and recommendations independently and autonomously. Ability to multi-task and manage changing priorities. Advanced proficiency in MS Office Suite (i.e. : Word Excel PowerPoint Outlook etc.) and MS software applications.

Work is performed in a designated professional office workstation and environment

Extensive use of office equipment to include but not limited to personal computer / laptop tele / cellphone printer / copier / fax and other business-related machinery and software

Pay range : $73-103K

An Equal Opportunity Employer

All employment decisions are made without regard to unlawful considerations of race sex religion national origin age disability or any other legally protected status. Reasonable accommodations are available upon request.

Disclaimer : This job description indicates in general terms the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.

Required Experience :

Senior IC

Key Skills

Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,Calendar Management,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar,Google Suite

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 73 - 103