Executive Assistant I - Irvine

Location:US-CA-Irvine Job Number:IRV0000S Employee Status : Regular Job Type :Experienced Schedule : Full-time Description The Executive Assistant I performs full administrative support of a responsible nature to a client team. This individual collects, compiles and analyzes moderately complex data and information; and follows up on, or requests information from, other executives or external representatives to communicate supervisors' instructions or to satisfy ongoing report needs. The Executive Assistant I also serves as a facilitator who may coordinate deadlines and either handle them directly, or through others, handle project coordination and completion. Responsibilities Handles the Calendar/Travel/Meeting Coordination Establishes a systematic method for self and others to track time commitments and the completion of tasks; coordinates and plans domestic and international travel arrangements; coordinates and makes arrangements for conferences, meetings and events. Working proficiency in use of automated calendar management tools (e.g., Lotus Notes calendar, Palm Pilot) with minimal to no guidance. Effectively utilizes firm/area travel and meeting policies and procedures to complete all aspects of travel and meeting arrangements and ensures accuracy. May advise or train others on calendar management tools when requested. May assist with coordination of large client engagement meetings. Document Preparation Management Formats and edits letters, reports, and all other correspondence from draft stage to client-ready work; adheres to record retention policies and procedures, and follows an organized filing/document management process for electronic and paper documents. Develops and edits business documents from information provided with minimal guidance. Maintains an awareness of and applies new firm guidelines that impact deliverables. Partner with the firm's Creative Services Group (CSG) to determine and recommend most cost-effective resources for completing documents. Maintains and organizes documents on file servers in compliance with document retention policy. Engagement/Practice Support Adds value through understanding the work processes and resources, structure and business of the firm/practice/functional group/industry, including when and how to access them. Learns and maintains knowledge of appropriate practice/industry groups and client/engagement history. Ability to quickly become familiar with the firm's practice/engagement specific processes and tools such as the Sales Tracking and Reporting System (STARS), Revenue Teams, Electronic Compliance File (ECF), Center for Mobility Services, etc., and may assist with engagement administration processes. Identifies and develops relationships with key internal and external client contacts gaining recognition as a business partner/resource. Working knowledge of internal financial coding structure and client billing process, including analysis and reconciliation of financial data. Technology/Knowledge and Information Management Works with firm standard versions of MS Word, Excel, PowerPoint, Lotus Notes and other relevant software and is able to navigate internet and intranet and use technical equipment appropriately. Knows where to find firm knowledge and other relevant business information. Advises others on aspects of firm standard technology. Uses advanced functions of MS Word, works proficiently in Excel, PowerPoint, the internet, firm knowledge databases, WinZip, and Lotus Notes, and may learn specialty software (e.g., MS Access, MS Project). May populate databases (document repositories) with knowledge objects, client deliverables, etc. Performs and filters basic research with guidance. Demonstrates proficient use of practice/specialty or engagement-specific technology tools and applications. To qualify, candidates must have: an associate's degree in a related discipline or equivalent work experience approximately 4-5 years of related experience effective interpersonal and communication skills and the ability to interface with personnel at all levels, both orally and in writing the ability to improve standardized best practices and service deliveries to accomplish firm, group, customer and/or individual goals the ability to meet new challenges with an open mind and an optimistic response, take initiative by anticipating customer needs, and complete assignments without request or discretion; an understanding of and ability to demonstrate firm values the ability to understand and anticipate customers' needs, deliver service that meets expectations, and demonstrate a positive attitude and willingness to help the ability to handle routine administrative details independently, while exercising good judgment in keeping team members adequately informed proficiency in the use of standardized software and hardware applications, including MS Word, Excel, PowerPoint and Lotus Notes This professional must be available for overtime, as needed, and must have an excellent attendance and punctuality record.