Executive Assistant / Office Administrator [Mostly Remote, LA, Calif]

Torrance, CA

Executive Assistant / Office Administrator [Mostly Remote!]

CONSTANT is seeking a multi-faceted Executive Assistant / Office Administrator to support our small, woman-owned company as we rapidly expand our operations. Our success depends on our people, productivity, and procedures.

As Executive Assistant / Office Administrator, you will play a critical role across all areas through the daily operations of CONSTANT. The ideal professional for this position is a flexible problem solver with superb communication skills and a detail-oriented mindset. If you are looking to leverage your skills within an innovative company - we're the place for you!

This What You'll Do

  • Reports to the CEO, prioritize complex requests into a usable format for the executive to review and make strategic and tactical decisions.
  • Researches, summarizes, and prepares presentations, develops reports, charts, budget materials that focuses on increasing the efficiency of the executives.
  • Provides support and collaborates with our Executive Leadership Team (ELT), Managers, and Team Members.
  • Uses discretion in handling confidential information and knowledge of the organization to facilitate projects, activities and improve processes.
  • Prepare client invoices, process vendor bills
  • Produce large printing projects (proposals, materials) onsite and ensuring delivery to clients
  • Process and maintain business licenses and other business registrations and renewals
  • Organize company records management, files and assist staff with administrative tasks
  • Write and prepare communications including research, drafting memos, emails, invoices, reports, and other correspondence.
  • Responsible for engaging in virtual and in-person event planning, itineraries, travel arrangements, facility management, supplies, meeting setup, and implementation.
  • Answer general inquiry calls, schedule management, maintain calendars for the company, coordinate staff, and other meetings.
  • Assist with the administration of the office space and facilities, helping to ensure adequate supplies

This is who we're looking for: 

  • +5 years experience working in an Executive Assistant or Office Administrator capacity.
  • A highly professional, creative, and committed individual with proven technical and organizational skills.
  • Approachable style and ability to effectively and professionally collaborate with high-level executives, clients, employees, and business associates, both internal and external.
  • Strong command of Microsoft Suite Applications (PDF, Word, Excel, Outlook, Teams).
  • Strong proofreading/editing skills.
  • Exceptional written and communication skills.
  • Self-starter, with the ability to work with limited supervision, exercises good judgment, anticipate issues, and proactively problem solve.
  • Familiar with general financial and management concepts, including cash management, billing & receiving functions, inventory management, accounts payable.
  • Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.
  • Travel to the office when needed, dependable transportation required.
  • Manage and coordinate multiple schedules, both individual and project-specific.
  • Dedicate the necessary time beyond routine hours (as required, including last-minute needs) to assist in meeting business commitments.
  • Lead special projects to improve office operations.
  • Ability to lift ~ 20 lbs. (boxes, deliveries, printing projects)
  • Other duties as required.

Preferred

  • Associates or Bachelor's degree in business administration or relevant field.
  • Proficient in Adobe Photoshop.
  • Knowledge/experience using SharePoint.
  • IAAP CAP (Certified Administrative Professional) designation and/or another Administrative Professional certification.

About Us

Our mission is to make this world a safer place.  CONSTANT is an award-winning disaster and crisis management consulting firm.  We bring a tenured history of helping clients across all levels of government and the private sector prepare for catastrophic disasters and acts of terrorism. We have an enviable client base that spans private and public sectors – from federal, state, and local government agencies to the world of entertainment.

Upgrade your career with Constant Associates (CONSTANT).  We do work that matters, that has the potential to save lives, and that makes a difference.  You'll work with people who not only embody professionalism and excellence but know how to have fun and bring a strong sense of team. Welcome to CONSTANT.  

We believe that the health of our company is directly attributed to the common belief in our mission, the embodiment of our core values, and our contribution to the greater fabric of the communities that we serve. We are deeply committed to product excellence and superior customer service, providing a platform for our employees to thrive and prosper. Learn more about CONSTANT here: www.constantassociates.com.

Location, Compensation & Benefits

Location: Torrance, California, or local areas with a reasonable commute.

Competitive compensation is based on the capability of the candidate. Competitive benefits package that includes:

  • Healthcare (for California or stipend)
  • Dental
  • 401(k) with Generous Employer Match
  • Eligible for Performance-based Bonus
  • Ten (10) Paid Holidays
  • Paid Time Off
  • Volunteer Paid Time Off
  • Professional Development
  • Work From Home Stipend
  • Life and AD&D Insurance (company paid)
  • Long Term Disability (company paid)

CONSTANT is certified as an 8(a) and Economically Disadvantaged Woman-Owned Small Business (EDWOSB). We are an Equal Opportunity Employer and provide reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race; ethnicity; religion; gender; age; national origin; marital status; sexual orientation; gender identity or expression; family responsibilities; matriculation; physical or mental disabilities; source of income; political affiliation; genetic information; status as a protected veteran; place of residence or business; or any other characteristic protected by federal, state, or local law. If you are interested in applying for employment with CONSTANT and need special assistance or an accommodation to apply for the position, please call (386) 888-8327. Determination on requests for reasonable accommodation are made on a case-by-case basis. CONSTANT is a federal contractor supporting veteran candidates.

CONSTANT is also a Great Place To Work certified organization. 

https://www.greatplacetowork.com/certified-company/7025083

We are an E-Verify participating employer.

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the job.

JOB CODE: 1000086