Administrative Assistant - Indio Management

Position Summary:

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Primarily ensures multiple strategic and operational tasks find success

Essential Job Functions:

• Manage email inboxes by promptly crafting appropriate responses and alerting the CEO/Owner to important messages.
• Coordinate calendar, travel logistics, and necessary documents for the CEO/Owner, solving any conflicts calmly and collaboratively.
• Streamline internal communications between the executives and other stakeholders, attend internal meetings, and record minutes.
• Support CEO/Owner with business growth and revenue: attend sales meetings and demos, help onboard and transition new clients, chase proposals.
• Assist the CEO/Owner in managing high-level projects and move along action items with multiple internal departments.
• Assist the CEO/Owner with any other day-to-day or personal tasks, as needed.
• Handle confidential and non-routine information.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
• Company Fleet Administration
• Organize and track a high volume of insurance claims.
• Ensure proper documentation and follow-up for all claims
• Event Coordination
• Assist in planning and executing corporate events and meetings
• Keep track of insurance policies and registrations for company vehicles
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Manages day to day calendar(s), including organizing meetings, coordinating with attendees for any schedule changes.
• Coordinates all aspects of executive level manager appointments, meetings, receptions and conference calls
• Prepare and review materials and correspondence for meetings.
• Assist with creation/modification of presentations, spreadsheets, and other various documents.
• Make travel arrangements for executives - Coordinates travel arrangements; prepare and distribute schedules/agendas for travel
• Prepares, reconciles, and tracks expense reports for CEO/Owner and various team members
• Assists in ad-hoc reports special projects as needed.
• Trains, coaches or guides other administrative staff when required.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Miscellaneous duties/projects as directed/assigned.

The job description is not an all-inclusive list of functions and tasks. Job functions may be added, deleted, or modified at any time by the company without prior verbal or written notification.

Required Qualifications:

• Bachelor's degree in Business Administration or related field preferred
• 3+ years of experience as an executive assistant, preferably supporting C-level executives
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal communication skills
• Strong organizational and time management abilities
• Ability to maintain confidentiality and exercise discretion
• Detail-oriented with a proactive approach to problem-solving
• Equivalent combination of education and experience considered

Preferred Background

• Experience as a paralegal or insurance claims administrator
• Familiarity with legal documentation and processes
• Knowledge of vehicle insurance and registration processes
• Experience in searching for and retrieving legal documents from court systems, including understanding of legal terminology and court filing procedures

Required Skills

• Exceptional interpersonal skills and professional demeanor
• Ability to work independently and manage multiple priorities
• Strong decision-making and critical thinking skills
• Flexibility to work extended hours when necessary