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    Executive Assistant - Irvine, United States - Hubstaff

    Hubstaff
    Hubstaff Irvine, United States

    2 weeks ago

    Default job background
    Full time
    Description

    The Executive Assistant provides high-level confidential support to the Director of Operations by ensuring efficient administrative systems and processes are in place. This role involves managing the Director's schedule, handling communication, and providing comprehensive administrative support to facilitate smooth operations and effective planning.

    Benefits:

  • Competitive salary
  • Strong support system
  • Salary increase starting on your first year of employment (based on performance)
  • Monthly Performance Incentive (only for full-time roles | based on given metrics |can range from $40 - $50)
  • Health benefit ($30/month)
  • No computer activity monitoring
  • Training materials for upskilling provided
  • Paid holiday leaves (depending on the holidays that the client observes)
  • Paid sick leaves (sick leave convertible to cash if perfect attendance)
  • Paid planned leaves
  • Allowance for SSS and Pag-ibig contribution ($20/month)

    • Key Responsibilities:

    Support to the Director of Operations:

  • Coordinate and manage the Directors schedule efficiently.
  • Prepare and review information, materials, and agendas in advance of meetings.
  • Keep the Director informed of all issues coming to their office.
  • Screen and prioritize calls and visits to determine urgency and appropriateness.
  • Ensure smooth communication between the Director and the team.
  • Manage email communication, identifying and prioritizing important messages.
  • Arrange travel plans, including itineraries and agendas.
  • Manage an active calendar of appointments and meetings.
  • Keep the Director well-informed of upcoming commitments and responsibilities.
  • Draft reports, letters, proposals, and other documents.
  • Ad hoc tasks from the client

    • Lab Support:

  • Update work tickets and notes on the dashboard.
  • Make outbound calls and take incoming calls from offices.
  • Process and track presales documents and purchase orders.
  • Handle order taking and ensure accurate and timely fulfillment.
  • Support day-to-day tasks to ensure smooth production within the lab.
  • Arrange delivery for priority cases and order lunch for meetings and staff.

    • Requirements & Qualifications:

  • Bachelors degree in Business Administration, Communications, or a related field.
  • Minimum of 2 years of experience as an Executive Assistant or in a similar role.
  • Proficiency in Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
  • Proficiency in QuickBooks.
  • Strong written, verbal, and interpersonal communication skills.
  • Excellent customer service, organizational, and time management skills.
  • Ability to thrive in a flexible virtual office environment.
  • Strong organizational and time management skills.
  • Ability to prioritize conflicting demands and work within tight deadlines.
  • Ability to work independently and with minimal supervision.
  • Undergo 3 days of paid training. If there's an urgency for the role, then the new hire must render an hour of paid OT before or after the shift for 3 weeks.
  • Amenable to work Monday through Friday 8 AM to 5 PM Pacific Standard Time (PST).

    • Preferred Qualifications:

  • Knowledge of dental lab operations and dental terminology.
  • Professional certification in office administration or related fields.
  • Previous experience supporting senior-level executives.
  • Experience with project management and CRM software.
  • Proven ability to handle confidential information with discretion.

    • Job Type: Full-time

    Pay: Php32, Php41,000.00 per month

    Experience:

  • Customer service: 1 year (Required)
  • Executive Assistant/Administrative Support: 2 years (Required)
  • QuickBooks: 1 year (Required)
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