Executive Admin Assistant

• Coordinate team budget such as travel and entertainment expenses.
• Perform general support duties, including mailings, copies, printing, coordination of schedules, office setup, maintaining office equipment, and space planning.
• Prepare expense reports, make travel and accommodation arrangements for team members, schedule and plan meetings, and appointments including scheduling conference rooms and maintaining meeting materials and supplies.
• May be responsible for reconciliation and tracking of budget items.
• Assist in events planning, including scheduling, catering, setup, and breakdown.
• May be responsible for setting up daily/weekly standing video conference calls for the management team.
• Place inventory requests for devices as needed.
• Shipping, mailing, and packaging as needed.
• May assist in ordering and tracking new hire equipment to ensure timely receipt.
• Perform word processing, prepare presentations, spreadsheets, correspondence, contracts, internal memos, and status reports.
• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, financial statements, and other documents.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Make arrangements for travel and planning meetings.
• Submission of travel and other expense sheets for the supported leaders as well as other administrative submissions needed like IT requests.
• Respond to requests that come in for items like periodic organizational chart updates and seating charts.
• Manage an extremely active calendar of appointments; ensure that the executives stay on track during their day; prioritize meeting requests and handle conflicts or scheduling changes proactively.
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access if needed.
• Triage and do basic troubleshooting for hardware, software, and phone issues, office supply management, and other general office management functions.
• Liaison with customer and internal executive level.
• Develop and maintain cross-divisional relationships with other admin assistants.
• Handle ad-hoc admin duties as they arise.

• Bachelor's Degree with 2 years of directly related experience is required.
• 2-year degree or equivalent work experience.
• 5-7 years’ experience required.
• Experience working with executives mandatory.

• Verbal and written communication skills, multi-tasking, customer service skills, and interpersonal skills.
• Expert ability to work independently and manage one's time.
• Expert ability to keep information organized and confidential.
• Expert ability in event planning and budgeting.
• Build relationships across teams, offering help and welcoming ideas from others to drive work forward in an inclusive manner.
• Previous experience with computer applications, such as Microsoft Word, Excel, and PowerPoint.
• (Optional) Bilingual in Korean and English.

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