Administrative Assistant to the President

Job Overview:

The Administrative Assistant to the President is a key role that involves providing high-level administrative and executive support to the President by managing tasks, schedules, and communications. This position requires an individual with advanced skills in systems, scheduling software, PowerPoint, and other tools. The role requires a proactive, detail-oriented, and tech-savvy professional who can manage complex administrative tasks while maintaining confidentiality and professionalism. The Administrative Assistant must be onsite in Carlsbad five days a week.

Key Responsibilities:

1. Calendar and Scheduling Management:

   • Manage and optimize the President’s calendar with advanced scheduling tools, ensuring that meetings, appointments, and deadlines are well-coordinated.
   • Use scheduling software (such as Outlook, Google Calendar, or specialized tools) to prioritize, adjust, and manage the President’s time effectively.
   • Anticipate changes in schedule and adjust appointments and meetings accordingly, ensuring minimal disruption to workflow.

2. Communication Management:

   • Serve as the main point of contact for internal and external communications, including phone calls, emails, and inquiries.
   • Utilize email management and collaboration platforms (e.g., Outlook, Microsoft Teams) to streamline communication, flagging important items for follow-up.
   • Draft, edit, and send professional correspondence, reports, and presentations on behalf of the President.

3. Advanced PowerPoint and Document Preparation:

   • Create, update, and format advanced PowerPoint presentations for internal and external meetings, ensuring visual and content quality.
   • Design and develop presentations with high-level graphics, charts, and data visualizations.
   • Assist in preparing complex reports and documents using Microsoft Office Suite, with advanced knowledge of Word and Excel for data analysis and document creation.

4. Meeting and Event Coordination:

   • Coordinate and facilitate both virtual and in-person meetings, ensuring all logistics are organized, from venue selection to managing invitations, agendas, and action items.
   • Leverage video conferencing platforms (Zoom, Microsoft Teams) to organize and support meetings.
   • Take detailed minutes at meetings and ensure action items are tracked and followed up on using project management systems or manual tracking.

5. Travel and Logistics Coordination:

   • Plan and coordinate complex travel itineraries, including flights, accommodations, ground transportation, and detailed schedules.
   • Ensure that travel arrangements align with the President’s calendar, using tools like Concur or other travel management software.

6. Document and File Management:

   • Use advanced document management systems (e.g., SharePoint, Dropbox, Google Drive) to organize, track, and maintain important files, ensuring ease of access and confidentiality.
   • Maintain detailed, secure, and organized records, both digital and paper, for business and personal documents as needed.
   • Prepare reports, presentations, and meeting materials, and ensure that all documents are up-to-date and easy to reference.

7. Cross-Departmental Liaison:

   • Collaborate with other departments using collaboration tools (Slack, Microsoft Teams, etc.) to ensure that tasks and projects are aligned with the President’s schedule and priorities.
   • Track ongoing projects and departmental activities to provide timely updates and reminders to the President.

8. Confidentiality and Discretion:

   • Maintain a high level of discretion and professionalism when handling confidential matters.
   • Be proactive in identifying potential challenges and offer solutions, while maintaining confidentiality in all situations.

Required Skills and Qualifications:

• Education: Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field (preferred).
• Experience: Minimum of 3-5 years of experience in administrative support, preferably with executive-level experience.
• Communication: Exceptional verbal and written communication skills.
• Advanced Technical Skills:
  • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an advanced level, with the ability to create and manipulate complex documents, presentations, and spreadsheets.
  • Scheduling and Calendar Management tools (e.g., Microsoft Outlook, Google Calendar, or specialized tools).
  • Project Management Software (e.g., Asana, Monday.com, or Trello) for tracking tasks, meetings, and follow-ups.
  • Document Management Systems (e.g., SharePoint, Dropbox, or Google Drive) for maintaining organized and secure files.
  • Video Conferencing Platforms (e.g., Zoom, Microsoft Teams, Skype) for virtual meetings.
• Confidentiality: Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.
• Time Management: Strong organizational skills, with the ability to prioritize tasks and manage multiple projects effectively.
• Problem-Solving: Advanced critical thinking and problem-solving skills to proactively address issues and streamline processes.
• Tech Savvy: Comfort with learning and using new software systems and technology to enhance efficiency and productivity.

Work Schedule:

• Location: Onsite in Carlsbad, CA, five days a week.
• Full-time, Monday through Friday.
• Occasional overtime or evening work may be required depending on the President’s needs.
• Some travel or additional personal errands may be requested.

Desired Traits:

• Proactive, resourceful, and independent, with the ability to work with minimal supervision.
• Calm under pressure with the ability to handle stressful situations and tight deadlines.
• Strong interpersonal skills, with the ability to collaborate effectively with others across the organization.
• A high level of attention to detail and commitment to producing high-quality work.