Overview
Executive Assistant Jobs in Irvine, CA at Eaton
This role will be hired in Leawood, KS and report into the office 5 days per week.
The senior office administrator is responsible for overseeing the daily operations of an office, assisting with meetings or event coordination activities. Partner with executive administrators and/or other office administrators to execute on the business need. This role is customer focus and primary duties are: welcoming and directing clients and visitors, manage phone calls and correspondence, communicate with vendors and the building security team, and pretty much do whatever it takes to help the office run smoothly. For this position, you should be able to use your organizational skills to manage your office space and your time, as you will collaborate with clients and colleagues in a fast-paced environment. You should also have excellent verbal and written communication skills. Ultimately, you should be able to support our senior managers and ensure our day-to-day office operations run smoothly.
How you’ll make an impact
Manage phone calls, emails and mail within the company and maintaining office organization
Greet & provide general support to visitors, vendors and employees. Develop and maintain filing systems, office and product supplies & services.
Support management and other administrative teams by scheduling conference rooms, appointments, and event coordination.
Document and implement standard operating procedures and support office safety protocol.
Lead the coordination of social activities within the department and support other departments (ie. Marketing- EBC Team, DEI Affinity Groups, Happy Hours, etc.) by assisting with event planning and coordination.
Prepare facilities expense reports and approve invoices. Assist with management of corporate facilities budget.
Assist in implementing Corporate Emergency Response programs including communication and employee orientation/training
Participate in Emergency Response training as a floor warden or first respondent to orient new team members
Maintain and update document files or records for all Facilities related documents including space planning, appliance contracts, building insurance, landlord contact requirements and Optiv alias updates
Assists in design and implementation of office space, office seating charts, systems and programs as needed
Answer and direct calls at main switchboard
Order office supplies
Building liaison for work orders
Perform visitor registration duties as required
Mail Distribution, Fedex labels and shipping preparation
Assist with conference room reservations, event planning, catering
Provide backup to staff with switchboard support
Maintain orderliness of kitchens, common areas and conference rooms
Coordinate new hire workstations – supplies, name plates
Update and maintain Landlord & Optiv local contacts for each location
Work with AP to route invoices as needed & verify invoice payment status
Facilities tasks ordering office & kitchen supplies for new offices
Provide invoice & budget management assistance as needed
Using MS Excel – Prepare and update real estate and facilities department administrative reports as requested
Performs other duties as assigned
Complies with all policies and standards
What we’re looking for
High School Diploma or general education degree (GED) required
Associate’s Degree or equivalent from two-year college or technical school; Administrative Certificate; or 4+ year related experience and/or training; or equivalent combination of education and experience preferred
4+ years of work experience as a senior administrative assistant, virtual assistant or executive administrative assistant or related experience required
In-depth understanding of office management and daily operations
Hands on experience with MS Office
Working knowledge of office equipment, like printers, scanners, laptops, audio-visual
Excellent verbal and written communication skills
Strong organizational and time-management skills
Intermediate level MS Outlook, Word, Excel and PowerPoint required
Professional appearance and demeanor required
Attention to detail and ability to multi-task required
Strong organizational skills in a fast pace work environment required
Ability to work with minimal supervision required
Punctuality and time management required
Ability to work in a fast paced changing environment
Ability to work 7:30am to 5 p.m. Monday – Friday
What you can expect from Optiv
A company committed to championing Diversity, Equality, and Inclusion through our
Employee Resource Groups
.
Work/life balance
Professional training resources
Creative problem-solving and the ability to tackle unique, complex projects
Volunteer Opportunities. “Optiv Chips In” encourages employees to volunteer and engage with their teams and communities.
The ability and technology necessary to productively work remotely/from home (where applicable)
EEO Statement
Optiv is an equal opportunity employer. All qualified applicants for employment will be considered without regard to race, color, religion, sex, gender identity or expression, sexual orientation, pregnancy, age 40 and over, marital status, genetic information, national origin, status as an individual with a disability, military or veteran status, or any other basis protected by federal, state, or local law.
Optiv respects your privacy. By providing your information through this page or applying for a job at Optiv, you acknowledge that Optiv will collect, use, and process your information, which may include personal information and sensitive personal information, in connection with Optiv’s selection and recruitment activities. For additional details on how Optiv uses and protects your personal information in the application process, click here to view our
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Title: Executive Assistant
Company: Eaton
Location: Irvine, CA
