Executive Assistant Job Sacramento area,California USA,Administrative/Clerical

Purpose

The purpose of this role is to perform tactical and strategic administrative support for the CEO and includes a variety of administrative and general office tasks that support the CEO. Additionally, this role works collaboratively with other Executive Assistants providing general and backup administrative support to other Executives. The Executive Assistant serves as a true right hand to the CEO, partnering with them to manage shifting priorities and ensuring seamless coordination of their business responsibilities.

Focus

& Scope

Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below:

Provides support and assistance to CEO that ensures effective use of time and productive interactions with stakeholders.

Manages e‑mail and calendar on the CEO's behalf, ensuring accuracy, follow‑through, and timeliness of communication. Proactively and independently resolves problems and conflicts, using judgment to elevate when necessary.

Manages all aspects of CEO's travel schedule, including booking facilities (hotels, conference rooms, offsite locations, etc.).

Handles confidential information with flawless integrity.

Takes ownership of relevant support processes and prioritizes tasks.

Manages multiple assignments and responsibilities.

Handles a wide range of administrative and executive support‑related tasks involving the clerical, administrative function, research, and project management roles.

Builds and maintains positive working relationships with internal and external customers. Maintains a favorable impression of the company with external customers through professional and courteous interactions.

Prepares (or directs preparation of) reports and presentations as needed for the executive.

Organizes and plans all elements of on‑ and off‑site meetings and events on the CEO's behalf.

Establishes, promotes, and protects company values including diversity, teamwork, fair work environment, and respect of others. Maintains a team spirit within the Company. Works and cooperates with other disciplines across company lines to ensure maximum and best use of resources.

Gathers feedback and continuously makes improvements to work processes and practices.

Supports the company safety programs by actively participating in appropriate safety meetings and training sessions to maintain a safe, healthy work environment and to meet corporate safety standards.

Occasional overnight travel required.

Technical / Specialty Area

Contributes to the smooth operation of office services by providing administrative support to the business unit which may include some or all of the following:

Updating and distributing various reports.

Compiles information and prepares general correspondence for internal and external use and distribution.

Maintains office records through accurate and timely processing of documents, setting up and maintaining files, etc.

Schedules and coordinates calendars and meetings for small and large groups.

Administers mail service for CEO including sorting, opening, date stamping and distributing interoffice/interproject mail and faxes, receiving packages, letters, etc. as required and signing for parcels when necessary. May run miscellaneous errands, pick up deliveries as required.

Answers incoming calls and routes to appropriate person or takes legible and accurate messages when necessary. May answer routine questions or follow‑through on routine requests.

Works within Microsoft Office proficiently, including mail merges, excel spreadsheets, PowerPoint, and is proficient in Outlook. PowerBI (or willingness to learn) is a plus.

Accounts Payable:
Processes expense reports and vendor invoices for payment.

Relationships, Qualifications and Requirements Key Relationships

Reports to:

CEO
Direct reports:
None
External clients:
Operation managers, support divisions, shareholders, customers, industry associations/chambers, government employees, residents and community leaders within the areas of our work, office supply vendors, general public
Internal clients:
All employees

Role Qualifications & Requirements Education

Bachelor's degree or equivalent experience…