Administrative/Executive AssistantPublic Policy Solutions, Inc.
Templeton, CA Full time
Posted on August 30, 2017
Public Policy Solutions has an incredible opportunity for a dynamic, highly motivated, forward-thinking individual to join our team. We seek someone who is dedicated, organized and communication-savvy. You're perfect for this position if you're resourceful, passionate in the relentless pursuit of excellence, possess the freedom to be constantly curious and eager to embrace all aspects of our communications, government relations and marketing industry. Responsibilities The Administrative/Executive Assistant understands and prioritizes the administrative needs of senior staff and client driven projects. Responsibilities include, but are not limited to: Client Servicing - Maintain calendar for appointments, calls, meetings, VIP visitors, key projects and follow-up tracking - Print materials needed for meetings, calls, projects, etc. - Coordinate travel arrangements and travel itinerary and portfolio, including venue details and concierge contact - Coordinate meetings regarding status of projects and assignments - Coordinate and oversee document production and projects, as requested - Coordinate in-house meetings, including conference room set-up, beverage/food, etc. - Maintain client files, contacts database and record keeping needs of practice Administration - Order supplies and equipment for designated practice area - Attend staff meetings and take responsibility for follow-up action - Prepare mail/correspondence; review packages and handle routine correspondence and calendar needs - Complete special projects as assigned - Financial Management and Planning - Compute personal timesheets and expense reports in a timely manner - Process leadership invoices, timesheets and expense reports in a timely manner People Development - Contribute to performance appraisal process for peers and managers - Engage in team building activities Qualifications The role requires a motivated, calm, enthusiastic self-starter, able to work under pressure in a fast-paced business environment whilst establishing strong relationships within the network quickly. Previous experience working in a similar role within a communications agency will be an advantage. - High level organization and time management skills with the ability to be proactive, effectively prioritize tasks and efficiently respond to urgent requests - Desire to participate in continuing education opportunities offered through local professional organizations. - Advanced Microsoft Office skills, particularly Outlook, Word, Excel and PowerPoint - Ability to learn and effectively use basic design software - High level calendar, logistical and travel management skills - Proactive, solutions-orientated approach - Excellent written and oral communication skills - ability to liaise confidently with internal and external VIPs - Experience in meeting administration, event management and project coordination Beneficial Skill Sets - Experience working with Adobe Creative Suite programs (Illustrator, InDesign, Acrobat etc.) - Typing speed capable of taking notes during public meetings - Background in some web design through any service (WordPress, Wink, Vista Pages etc.) - Ability to demonstrate professional behaviors and pursuit of excellence in all endeavors All interested applicants must send a resume & cover letter to email@example.com