This role is a direct hire role for a client of BuildHR. This is full time with full benefits. This is located in the Las Vegas area and expected to travel as needed.
Job Summary:
The Executive Assistant (Admin) is a critical role supporting the CEO and larger Executive team. The Executive Assistant provides support directly to the CEO, as well as additionally supports the larger Executive Leadership Team (ELT) on companywide projects when needed on initiatives, and corporate events/travel. This role requires a proactive individual who can work closely with cross-functional teams and leadership to deliver effective project coordination, cross functional communications, and contribute to the overall success of the client.
What you are doing in this role:
- Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; distribute presentation materials when requested.
- Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
- Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Liaise with the Chief of Staff and any other cross functional admin team members to handle requests and queries from the Executive Leadership Team and senior leadership.
- Assist with schedule management across the executive team in coordination with the CEO's schedule.
- Assist with transcription of meeting notes, minutes, project tasks, etc. for the ELT in various meetings and provide regular informational updates accordingly.
- Assist with creation and execution of company communication to include visual presentations and additional company materials.
- Assist with Event and Onsite Travel Planning in collaboration with the Chief of Staff to include:
- 1)Oversight of the REE Medical Events email inbox and address questions, issues, or any other communication activities accordingly.
- 2)Organize facilities and manage all event’s details such as design, production, catering, entertainment, transportation, location, attendance, guests, equipment, communications, etc.
- 3)Own the Vendor Management process in collaboration with Compliance for all events and within REE’s RFP policies.
- Perform administrative tasks such as compiling, inputting and updating information in databases and spreadsheets.
- Creating forms approved tools to gather survey information when needed for events or company wide communication.
- Prepares meeting agendas when needed.
- Researches as requested and compiles and summarizes information for reports or presentations.
- Ensures that deadlines are met and adapts to changing priorities.
- Maintain open communications with the Chief of Staff and Executive team.
- Provide event management support as requested.
- Provide a high level of hospitality to all guests and help to create a welcoming environment.
- Invest in building long-lasting relationships both externally and internally.
How success is measured in this role:
- Project Timelines / Completion: Measuring tasks, timelines, and overall completion within respective project scopes.
- Communications Satisfaction: Effective communication at the different levels, ensuring clear and professional tone and delivery.
- Vendor / Supply Management: Measuring the ability to negotiate contracts, manage relationships, and ensure services meet quality standards for both administrative and event related vendors.
- Budget Management: Tracking costs against budgets for event planning needs and measuring savings.
- Internal Customer Satisfaction: Feedback from events regarding the planning process, communication, and overall satisfaction of the event.
What you need in this role:
- Must reside in the Las Vegas Area, this will require some hybrid work with the CEO and is also remote at home.
- Travel is required in this role - it is critical for this role to travel onsite quarterly. Other travel may be required as needed. Estimated travel amount: less than 30% or up to 70-78 expected travel days annually.
- Minimum 3 years’ experience collaborating with or supporting supervisors or managers within any type of administration support or project coordination type role.
- 1 + years of corporate event planning experience, covering most / all areas of the planning process, most importantly, proven experience in owning the RFP (Request for Proposal) process from start to finish.
- Expert knowledge and proven execution in MS Office products such as Power Point, Prezi, or other presentation or communication tools.
- Highly organized, have multi-tasking skills, and efficient in ambiguous situations.
- Proactive thinking, consistently foreseeing and preparing for forthcoming challenges or opportunities.
- Strong written and verbal communication skills, with a track record of presenting to senior management.
- Expert level attention to detail.
- Experience in start-up or early-stage environments with little or no defined infrastructure or processes.
- Track record of working in a fast-paced, fluid environment.
- Ability and empathy to relate to all levels of the leadership team.
- Analytical and problem-solving orientation.
- Bachelor’s degree is a plus but not required.
- Event Planning Certification(s) is a plus but not required.
This role is Full time with full benefits and offering a salary between $75,000-$100,000 depending on experience.
The Client is only able to hire US citizens or those who are authorized to work in the US as full time employees (we do not provide visa sponsorship).
This information is provided in compliance with Equal Pay Regulations across the US and is the company’s good faith and reasonable estimate of the compensation range and benefits offered for this position. The compensation offered to the successful applicant may vary based on factors including experience, skills, education, location, and other job-related reasons.
The Client participates in E-verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
Not open to 3rd party recruiters or submissions.
BuildHR and the Client will never ask for personal information or to purchase anything during the interview process, only communications from a @yourhrsource.com domain are representative of this role and hiring needs.
Job Type: Full-time
Pay: $75,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Application Question(s):
- What is your ideal salary for this role?
Experience:
- Executive administrative support: 3 years (Required)
- Event planning: 1 year (Required)
Ability to Commute:
Willingness to travel:
Work Location: In person