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.