Executive Assistant / Office Manager – ProSocial LLC – Santa Monica, CA

Description

Are you an energetic and talented individual looking to make a real difference in the world? If so, ProSocial, a strategy consulting and campaign management firm in the business of high-impact social change, is recruiting for an Executive Assistant/Office Manager to support the Founder & CEO and to organize and coordinate office operations and procedures. If you are highly organized, love to keep everything and everyone running smoothly and efficiently and are highly capable of self-prioritization – this is the job for you. A great phone manner, a passion for structure, terrific email communication skills, the ability to handle confidential information with discretion, a savvy understanding of how to create efficient processes and a large dose of interpersonal skills will ensure success in this role. Here is a chance to be part of a team making a difference across a range of important social issues facing us today.

Responsibilities

Prepare and edit correspondence, communications, presentations and other documents
Design, maintain and manage databases
Conduct research and collect and analyze data to prepare for meetings, reports and proposals
Manage and maintain executives’ schedules, appointments, travel arrangements and itineraries for executives engaged in multiple accounts and new business development
Liaise with internal and external staff and clients at all levels
Design and craft superior presentations and create and manage excel documents
Arrange and coordinate meetings and events
Answer and manage incoming calls, ensuring that requests for action or information are relayed to the appropriate staff
Manage company’s day-to-day administrative operations, including vendor support for office systems, including computers, photocopiers, printers and telephone
Oversee operational tasks that include expense reports, invoicing, consistent use of HR forms and adherence to policies as well as manage print and electronic file systems
Review operating practices and implement improvements where necessary
Hire and manage internship staff
Ability and willingness to run office-related and/or CEO related errands on an as needed basis

Proactively identify challenges before they become problems
Conduct project-based work as needed

Qualifications

General:

Minimum 4 years of relevant experience in an executive assistant and office administrator role, ideally in media, entertainment, nonprofits or professional services
A self-starter who knows how to prioritize assignments, move quickly and remain flexible
A passion for social change

Professional:

Outstanding organizational and teamwork skills, including multi-tasking and meeting deadlines in a fast-paced entrepreneurial environment
Strong working knowledge of office equipment and procedures
Diligent, hardworking, sincere and quick to pick up things taught to them
Excellent word processing, presentation, data and file management skills
Proven competencies in software applications and programs; experience with Excel, Microsoft Office and PowerPoint required
Discretion and mature judgment in working with, and responding in a professional manner to clients, colleagues and vendors
Comfort with both taking direction and asking for clarity and help when needed
Outstanding attention to detail
Comfort making cold-calls and tenacious in follow-up with the maturity to make appropriate judgment-calls in the moment

Communication:

Demonstrated superior interpersonal and communication skills – both verbal and written English
Kean ability to write concisely and clearly – from a research brief, to an email, to a letter, to a proposal
Demonstrated experience communicating professionally

Technical:

Proficient in Microsoft Office Suite
Proficiency in design software to support creation of presentation, reports and proposals
Familiarity with social media sites

How to apply

Interested parties submit to info@prosocialconsulting.com

All four documents must be submitted in order to be considered:

Cover letter, outlining both the interest in and suitability for this position
Resume, including specific dates and results for each professional role and educational program
Two writing samples
Salary history

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