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Job# 21721
Contact# 5831746

Executive Assistant

Leading apparel brand located in San Diego is currently looking for an Executive Assistant to join their team!

Overview: To assist the Executive/Senior Level staff members in their daily business needs, oversee Office Manager and Receptionist; manage office and events.

 Job Responsibilities:

·         Detail meetings and calendaring in Outlook including; maintaining each Executives personal/business calendar, multiple times-zones, phone and video conferencing, adjusting meetings with co-workers on Executive Assistant team and keeping Executive team on schedule.

·         Manage expense reports including data entry, organization of receipts and budget codes.

·         Create, organize and execute data spreadsheets.

·         Draft and communicate company policies and other correspondence as needed.

·         Coordinate detailed domestic and international travel itineraries including; flights, car service, hotels, rental cars, meetings, boarding passes, changes, upgrades, cancellations, refunds and credits.

·         Coordinate visitor travel arrangements.

·         Manage, direct and execute preparation for events to which Executives are invited speakers ensuring preparation of speech, gift bags, article for publication and other related needs.

·         Manage and coordinate business events including; room layouts, catering, displays, etc.

·         Point of contact for vendors, photographers, retailers, etc. inquiries and needs.

·         Office management including maintenance and upkeep of office equipment and furniture, liaise with IT to resolve technical problems, follow through on maintenance agreements and contracts.

·         Manage build outs of new building. Develop and oversee all work completed by contractors, vendors and co-workers. Act as a liaison between executive’s vision and the finished result.

·         Oversee all company parking; create and execute parking lists and rules.

·         Coordinate product requests to VIP and charities.

·         Answer emails/voicemails on behalf of Executives as needed.

·         Work promotional events/sales meetings as needed.

·         Travel to meetings held off-site.

·         Personal assistance as needed.

·         Manage Receptionists and Office Coordinator to ensure front desk, conference rooms and general building needs are operating accordingly.


·         Knowledge in Microsoft Outlook, Word, Excel and PowerPoint

·         Experience within the cosmetic industry preferred

·         Ability to keep high level of confidentiality is essential

·         Ability to form a strong work relationship with co-workers in every department

·         High level of dedication and available through phone and email at all times

·         Strong communication and event planning skills

·         Knowledge of Facebook, Twitter, Instagram, Google +, LinkedIn

·         Knowledge of SAP, Concur and Egenica