Executive Assistant / Office Manager (Solana Beach, Ca)

Feb. 20, 2012

San Diego, CA

Confidential

INTO University Partnerships, North America is seeking an outstanding candidate to fill the role of Executive Assistant/Office Manager. INTO is a private company that partners with universities to attract and recruit international undergraduate and graduate students. This is a new position in our recently opened office in Solana Beach, CA.

The Administrative Assistant/Office Manager will be responsible for supporting and coordinating various tasks for INTO University Partnerships North America in its San Diego (Solana Beach) Regional Office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs. (S)he will perform a variety of administrative assistant tasks including administrative support for the senior team, facility management and assist in human resources and payroll duties. The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Organize office operations and procedures, including purchasing and facilities management.

Coordinate Human Resources administrative tasks, including recruiting coordination, assisting with new hire paperwork and payroll processing.

Prepare and edit correspondence, communications, presentations and other documents

Make travel arrangements, meeting preparation and event planning.

Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings

Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner

Provide general administrative support

MINIMUM QUALIFICATIONS AND EXPERIENCE:

Possess good communication skills, oral and written.

Ability to use discretion and good judgment. Strong organizational skills.

Excellent calendar management skills, including the coordination of complex executive meetings.

Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.

Experience assisting management with the creation of presentations.

AA degree required; Bachelor's Degree preferred.

5+ years experience supporting at the executive level.

Skills and experience as a human resources assistant is a big plus.