Executive Assistant / Job Req 1057285188

Hybrid role:

• External applicants must be a California resident as of their first day of employment.
• Internal applicants must live in their current approved state (The 6 approved states: CA, AZ, NV, TX, WA, OR).

PRINCIPAL RESPONSIBILITIES:

Direct all administrative support functions in the Operations and Compliance/Regulatory Affairs departments. Under general supervision of the Chief Operations Officer and the Chief Compliance & Privacy Officer, performs a variety of complex, responsible and confidential duties requiring thorough knowledge of organizational procedures and precedents, and performs routine clerical, administrative duties in support of multiple departments. This position will also enhance COO/CCO/CPO’s effectiveness by providing information management support. This position requires the ability to work independently, maintain confidentiality, exercising judgment and initiative. Other principal responsibilities include:

• Provide high level administrative support to the COO and CCO/CPO, and to Division directors as necessary and as directed by the COO or CCO/CPO.
• Assist the COO and CCO/CPO in initiation or completion of assignments or projects resulting from meetings; provides research information and materials.
• Establish and maintain efficient and organized day-to-day operations and determine which items can be responded to independently and which items may need immediate attention.
• Anticipate the needs of the COO and CCO/CPO office by independently researching and developing appropriate documents for meetings and determining priorities among issues and problems.
• Liaise and attend meetings necessary to perform duties and aid operational functions and development.
• Manage work in a confidential manner, ensuring information is shared with internal and external individuals as appropriate.
• Screen, prioritize and respond to incoming calls, emails, faxes and mail directed to the COO and CCO/CPO.

• Independently responds to letters and general correspondence of a routine nature.
• Provides sophisticated schedule and calendar management; makes and confirms travel arrangements and arranges meetings, gathers information and contacts meeting participants.
• Provides backup/alternate high-level administrative support to other executives as needed.
• Operates general office equipment such as personal computer, copier, calculator, fax or other office machines.
• Review documentation for consistency, grammar and spelling.
• Transcribe notes for letters, memos, reports and meeting minutes, as needed.
• Research, compile and analyze data for special projects and create supporting multimedia presentations.
• Maintain and update applicable departmental organizational charts.
• Maintain and support schedules of other leaders, as assigned.
• Will perform other administrative support duties as assigned.

ESSENTIAL FUNCTIONS OF THE JOB

• Preparing reports, correspondence and written materials.
• Assure that the COO and CCO/CPO are aware of time sensitive matters, conflicts, or required actions.

• Composing letters, memos, reports and correspondence.

• Administers correspondence, manages telephone calls, emails and mail, prioritizing and directing inquiries to appropriate parties and taking messages.

• Copying, faxing, and distributing documents through mail or in person.
• Record keeping, file maintenance, and documentation of work products.
• Communicating effectively and efficiently internally and externally.
• Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.
• Transcribe information from notes or recordings and prepare finished documents.

PHYSICAL REQUIREMENTS

• Constant and close visual work at desk or computer.
• Constant sitting and working at desk.
• Constant data entry using keyboard and/or mouse.
• Constant use of telephone headset.
• Frequent verbal and written communication with staff and other business associates by telephone, correspondence, or in person.

• Frequent lifting of folders and other objects weighing between 0 and 30 lbs.

• Frequent walking and standing.
• Occasional driving of automobiles.

Number of Employees Supervised: 0

MINIMUM QUALIFICATIONS:

EDUCATION OR TRAINING EQUIVALENT TO:

• College Degree (BA/ BS preferred) or equivalent experience.

MINIMUM YEARS OF ADDITIONAL RELATED EXPERIENCE:

• Five years related administrative experience.

SPECIAL QUALIFICATIONS (SKILLS, ABILITIES, LICENSE):

• Proficiency in correct English usage, grammar and punctuation
• Maintain a high level of professionalism and strict confidentiality

• Excellent and effective verbal and written communication skills
• Knowledge of modern office methods and procedures, equipment and filing systems.
• Experience in use of computer system software such as MS Word, Excel, Access and Outlook, Visio, PowerPoint.
• Ability to work in cooperation with others.
• Ability to handle multiple projects simultaneously.

• Excellent telephone manner
• Exemplary interpersonal skills, including ability to work effectively as part of a team across organizational structure a must
• Strong organizational skills
• Ability to perform clerical tasks with a high degree of accuracy
• Proficiency on office equipment used on a regular basis including computers, printers, copy machines, facsimile machines, telephones and transcription machines
• Ability to work independently and as a member of a team, take initiative, set priorities and see projects through completion
• Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities
• Ability to establish effective working relationships within the office and with clients, vendors and others outside the company.
• Ability to comprehend and follow written and verbal instructions.
• Exercise mature judgment and preserve confidentiality.
• Experience using DocuSign.
• Proficiency with advanced telephone functions, including conference calling and voicemail.
• Familiarity with legal filing and record-keeping practices.
• Ability to perform basic mathematical functions, including percentages.
• Strong service orientation.

SALARY RANGE: $90,147.20 - $135,220.80 Annually

The Alliance is an equal opportunity employer and makes all employment decisions on the basis of merit and business necessity. We strive to have the best-qualified person in every job. The Alliance prohibits unlawful discrimination against any employee or applicant for employment based on race, color, religious creed, sex, gender, transgender status, age, sexual orientation, national origin, ethnicity, citizenship, ancestry, religion, marital status, familial status, status as a victim of domestic violence, assault or stalking, military service/veteran status, physical or mental disability, genetic information, medical condition, employees requesting accommodation of a disability or religious belief, political affiliation or activities, or any other status protected by federal, state, or local laws