Executive Assistant to the CTO - Irvine

Seeking an Executive Assistant to the CTO with 5 years of experience assisting executive level positions for a global dental technology company in Irvine. 

Responsibilities:

  • Complete a broad variety of administrative tasks for Executive: creating presentations and reports; managing an active calendar of appointments; completing expense reports; composing and preparing correspondence inclusive of emails, memos and other written communication that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plan, coordinate and ensure the Executive's schedule is followed.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
  • Provide a bridge for smooth communication between the Executive's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Build relationships crucial to the success of the organization.  Manage a variety of special projects for the Executive, some of which may have organizational impact.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, with a hands-on approach and follow through on projects to successful completion, often with deadline pressures.
  • Maintain discretion and confidentiality in relationships with all senior executives.
  • Participate as an adjunct member of the executive team, attends executive and other meetings as requested during which takes pertinent meeting minutes.
  • Assist in coordinating the agenda of senior management team meetings and off-sites, and all staff and strategy meetings.
  • Work with the Strategy and Planning team in coordinating the Executive's activities.
  • Follow up on contacts made by the Executive and support the cultivation of ongoing relationships.
  • Assist with facility planning to assist team with planning where new hires will be seated.
  • Work on small special projects as needed.  Basic planning, research and follow through.
  • Data Analysis – will run reports from Tableau data already built to pull operational metrics for the groups.  Keep track of certain performance parameters.
  • Assist with general presentations. Work with marketing to find right images to convey CTO’s thoughts/ideas.

Requirements:

  • 5+ years of experience assisting executive level positions
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, senior executives, external partners, customers and industry leaders.
  • Expert level written and verbal communication skills in English.
  • Experience running Tableau reports
  • Knowledge and interest in technology
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Previous facilities planning experience. Planning where to seat new hires, etc.
  • Basis project & coordination experience. Small projects that require oversight.  Basic planning, research and follow through. 
  • Data Analysis - someone that can run reports from Tableau data already built to pull operational metrics for the groups. Keep track of certain performance parameters.
  • General presentations -  need assistance to get 60-70% of my presentation done.  Examples would be to work with Marketing to find right images to convey CTO’s thoughts/ideas. 
  • U.S. Citizen/green card holder required.