Career - Executive Assistant to the Chairman/Vice Chairman/Chief Executive Officer

6281 Regio Ave. Buena Park, CA 90620 - 11/27/2018.

Position Summary

Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant provides executive, administrative, and development support to the Chairman, Vice Chairman, CEO and Board of Directors. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant serves in the capacity of as a confidential executor of the CEO’s tasks, relating to but not limited to Legal, Finance, Corporate and Personal Tax, and Real Estate Management and Accounting.

Primary Responsibilities 

Confidentiality in handling of all matters essential.

Executive Support
Acts as Executive Assistant to the Chairman, Vice Chairman and CEO, assisting with daily
administrative duties and completing a broad variety of administrative tasks that include
managing an active calendar of appointments; completing expense reports; composing and
preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas
and compiling documents for meetings.
Communicates directly and on behalf of CEO/Vice Chairman/Chairman to various internal and
external constituents.
Conducts research and drafts reports on prospective corporate and foundation donors to
identify and evaluate current needs and assembles materials needed for the proposals.
Supports CEO in her external commitments related to service on external boards, committees,
and other groups, including Accounting, Finance, Tax, Legal and Administrative support.

Real Estate Management Support
Assists with maintaining real estate management and accounting records for various entities,
including use of accounting software, processing loan applications, preparing bank required
reporting, as well as tax preparation in collaboration with the CPA.
Writes and edits letters, reports and other documents, and creates and maintains official
records, files, statistics, reports, as requested and appropriate, using word processing, database,
spreadsheet, graphics and communications software.
Processes legal documents related to leases, loans and corporation records.

Board Support and Liaison
Serves as the CEO’s administrative liaison to the Board of Directors and manages Board
activities, which include coordinating semi-annual Board meetings; processing travel
reimbursement requests; and compiling, assembling, and distributing Board meeting materials.

Management Liaison

Participates as an adjunct member to the Executive Committee Meetings, including assisting in
scheduling, attending meetings. Represents the CEO in designated meetings as required.
Assists in coordinating the agenda of senior management team meetings. Prepares an account
of the meetings and designates and follows up on assigned action items.

Secondary Responsibilities
Performs other duties and projects as assigned.
Oversees the training and support of Administration’s Program Assistants.
Provide assistance as needed to front desk operations to include but is not limited to, answering
phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in
visitors/guests.
Oversees and helps plan corporate events as needed.

Accountability
Position reports to the CEO and works directly with the Chairman, Vice Chairman and Board of
Directors.
Works directly with the Board Executive and Finance Committees.
Works directly with senior level staff and Administration both internally and externally.

Experience & Education
Bachelor’s and Master’s degrees or equivalent experience with Legal, Finance, Accounting,
Corporate and Personal Tax, and Real Estate Management.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
with excellent attention to detail.
Five to ten years providing support for upper-level management in a related organization (i.e.,
retail, food and beverage, education).

Skills & Abilities:
Knowledge of other languages and international customs is an asset; proficiency of Mandarin or
Spanish is helpful.
Strong interpersonal skills, able to work with various stakeholders, internal and external,
including staff, board members, external partners and donors.
Natural organizer, self-starter, eager learner and great communicator. Willing to do whatever it
takes to go above and beyond expectations.
Previous experience working with development and fundraising programs to increase donor
contributions and funding sources.

Proficiency in Windows, including MS Word, EXCEL and PowerPoint; accounting software ERP
systems experience; tax preparation system experience helpful.
Ability to learn new software such as SAP, Quickbooks.
Ability to conduct research and present data in a succinct and well-written manner.
Ability to work independently and with professional discretion.
Excellent writing, editing, grammatical, organizational, and research skills.
Ability to work with a broad range of people including Board members, colleagues of the CEO
and staff, and others.
Excellent management, time-management, and problem-solving skills.

Working Conditions/Other Data:
Due to the confidentiality of the work, the functions of this position should be performed in an
office location in Buena Park., with some local travel.
Occasional domestic and international travel may be involved.

Salary and Benefits:
Salary is commensurate with qualifications and experience. Corporation has an excellent
benefits package, including generous health and retirement programs.
Please remember to attach resume, cover letter and letters of recommendation.

Job Type: Full-time