RemotelyHR ยท 16 hours ago
Executive Assistant
Newport Beach, California, United States
Full-time
Onsite
Mid Level
$30/hr - $35/hr
4+ years expRemotelyHR is hiring on behalf of Canterbury Consulting, an independent investment advisory firm based in Newport Beach, CA. They are seeking an experienced Office Coordinator to provide strategic and administrative support for senior executives, manage the CRM, and handle day-to-day office tasks.
Human Resources
Responsibilities
Assist in scheduling/coordinating calendars of senior executives, which includes client meetings as well as internal meetings
Manage complex calendars and prioritize meetings across multiple time zones
Coordinate domestic and international travel arrangements
Prepare presentations, reports, and briefing materials
Act as a liaison between executives and internal/external stakeholders
Organize board meetings, off-site meetings, and internal meetings
Handle confidential information with the utmost discretion
Lead or assist with special projects, research, and cross-functional initiatives
Manage expense reports and assist with budget tracking
Assist with marketing initiatives, such as maintaining up-to-date materials and tracking of RFP data
Provide comprehensive support for the Chairmanโs personal investment portfolio, such as ensuring the signing of financial documents, managing correspondence and agreements, and timely handling of all related paperwork
Responsible for maintaining the ticket process, which includes the creation and tracking of completed tasks for client agreements (new, revised, terminated)
Answer incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department
Receives, sorts, and routes mail
Order, receive, and maintain office supplies
Responsible for catering for office meetings, trainings, and events
Keep kitchen supplied with drinks and snacks
Assists with planning and coordinating internal company events such as happy hours, annual holiday party and annual Canterbury Day
Responsible for maintaining companyโs CRM system, which includes tracking the onboarding of new clients and ensuring all client changes are updated timely
Responsible for communicating all relevant information to each department
Qualification
Required
4+ years of office coordination and administrative support experience
Proven track record in high-pressure, dynamic environments
Proficiency in Microsoft Office Suite, SharePoint, and project management tools
Familiarity with virtual collaboration platforms (Teams, Zoom)
Advanced organizational and time-management skills
Strong written and verbal communication abilities
High level of discretion and integrity
Proactive problem-solving and decision-making skills
Preferred
Bachelor's degree preferred; equivalent experience considered
Strong interpersonal skills and emotional intelligence
Adaptability to shifting priorities and last-minute changes
Strong work ethic, attention to detail, and the ability to work both independently and as part of a collaborative team
Benefits
Benefits package includes: medical, dental, life, disability, and vision insurance
401k program with a company match
Profit sharing plan
12 paid holidays and 17 days of paid time off the first year of employment
Flexible schedule options
Company
RemotelyHR
At ๐ฅ๐ฒ๐บ๐ผ๐๐ฒ๐น๐๐๐ฅ, our mission is simple: ๐ช๐ฒ ๐๐ฎ๐ธ๐ฒ ๐ฎ๐๐ฎ๐ ๐๐ฅ ๐ต๐ฒ๐ฎ๐ฑ๐ฎ๐ฐ๐ต๐ฒ๐ ๐ฎ๐ป๐ฑ ๐ฒ๐บ๐ฝ๐ผ๐๐ฒ๐ฟ ๐๐บ๐ฎ๐น๐น ๐ฎ๐ป๐ฑ ๐บ๐ถ๐ฑ-๐๐ถ๐๐ฒ๐ฑ ๐ฏ๐๐๐ถ๐ป๐ฒ๐๐๐ฒ๐ ๐๐ถ๐๐ต ๐ฟ๐ฒ๐น๐ถ๐ฎ๐ฏ๐น๐ฒ, ๐ฎ๐ณ๐ณ๐ผ๐ฟ๐ฑ๐ฎ๐ฏ๐น๐ฒ, ๐ฎ๐ป๐ฑ ๐ฒ๐
๐ฝ๐ฒ๐ฟ๐ ๐๐ฅ ๐๐๐ฝ๐ฝ๐ผ๐ฟ๐, ๐๐ถ๐๐ต๐ผ๐๐ ๐๐ต๐ฒ ๐ผ๐๐ฒ๐ฟ๐ต๐ฒ๐ฎ๐ฑ ๐ผ๐ณ ๐ต๐ถ๐ฟ๐ถ๐ป๐ด ๐ถ๐ป-๐ต๐ผ๐๐๐ฒ.
2-10 employees
Funding
Current Stage
Early StageLeadership Team
Jamie Urquhart, SHRM-SCP
Co-Founder & HR Consultant
Company data provided by crunchbase