Insight Global is seeking an Executive Assistant for a Real Estate Investment Firm in Newport Beach, CA. The Executive Assistant will play an integral role in the daily operations of the company and contribute to its overall success. This position will assist their top executives along with back-up support for other senior executives. The Executive Assistant works with the Administrative Support Department that acts as a cohesive team to ensure the office runs smoothly. The ideal candidate is a person who enjoys assisting others, has a positive attitude, can work independently, has keen attention to detail, demonstrates reliability, pro-activeness, strong communication, organization, time management techniques, and can work as a team player. The Executive Assistant will perform the responsibilities generally described below, as well as any additional duties needed to support the overall objectives of the company.
Responsibilities:
· Manage Office and office related communication.
· Assist with Executive's travel arrangements.
· Assist with Executive expense reporting through Certify.
· Assist in managing email communication.
· Assist in calendar schedules for top company executives using Outlook, Teams and Zoom.
· Schedule and assist in the preparation of meetings and manage action items through completion.
· Produce reports and meeting materials via PowerPoint and other Microsoft programs.
· Act as point of contact between executives and internal or external partners.
· Arrange inter office events, or meetings by arranging facilities and catering, issuing information and invitations, and controlling event budget.
· Assist in answering company phones.
· Maintain conference rooms and conference room schedules.
· Monitor and order parking cards, office supplies & office machines supplies.
· Scheduling delivery services, Fedex, UPS & Eclipse.
· Maintain company contact list.
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to
HR@insightglobal.com.
To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy:
https://insightglobal.com/workforce-privacy-policy/ .
10+ years as an Executive Assistant with 5 or more years supporting a VP-level or above
Advanced to expert Microsoft skills including Word, Excel, Outlook, PowerPoint, Adobe Acrobat Pro.
Proficiency using conferencing systems including, Outlook, Microsoft Teams and Zoom
Strong interpersonal skills and emotional intelligence
Expert-level written and verbal communication skills
Excellent organizational skills, with a strong attention to detail.
Exceptional ability to independently prioritize and accomplish work within time constraints.
Strong analytical and problem-solving skills
Prior experience supporting a Law Firm or Real Estate Investment Firm
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.