Sr. Executive Assistant bei Gia

The Job Title:  Sr. Executive Assistant

The Company: GIA is the world’s foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 600 of its 3,000 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment. Click here to learn more about GIA! 

The Location: This position is located in Carlsbad, California at our corporate headquarters.  We offer flexible hours as dictated by the Institute, with the ability to be onsite 5 days per week. 

The Environment: 

• On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks! 

• Economic friendly services - electric vehicle charging stations on-site 

• Ergonomic assessments offered on-site and virtually 

The Culture: We foster an environment of autonomy, performance, and passion. Our team members collaborate extensively across various departments, providing high-quality service to internal staff, stakeholders, and the organization as a whole. We value initiative, cross-functional cooperation, and a commitment to excellence in all our endeavors. 

What to expect: 

• We offer competitive medical, dental, vision and matching 401-K plans (no vesting required) 

• Paid vacation, sick and holidays, tuition assistance, commuter benefits 

The Sr. Executive Assistant will provide high-level administrative support to the executive leadership team with professionalism and in a manner that exemplifies the Institute’s core values.  This position is primarily responsible for managing meetings, correspondence, executive calendars, travel arrangements, and overseeing special projects to conserve their Executive’s time and improve their efficiency.  The incumbent must be diplomatic and creative in their support of senior leadership.

Essential Duties & Responsibilities

• Organizes complex calendars, manages meetings, supports town halls and other events as required

• Arranges travel accommodations

• Prepares and manages reimbursement/expense reports and budget reports

• Screens incoming communications, takes and delivers accurate messages, and responds to requests by gathering and providing detailed information

• Drafts, proofreads, and revises reports, memos, and presentations for internal announcements and meetings

• Takes notes at meetings and tracks action items to ensure follow-through when requested

• Manages sensitive matters with a high degree of confidentiality and discretion, especially with decisions which impact business operations

• Acts as a liaison between executives and departments for transparent collaboration

• Understands and stays relevant with industry trends and jargon

• Completes special projects as needed

• Other duties as assigned or required

Job Competencies

• Communication skills: ability to communicate complex info in a simplified and clear manner; can communicate effectively with others, able to develop and modify communication strategies to deliver difficult or complex information. Actively listens and encourages the open expression of diverse ideas.

• Interpersonal skills: ability to create positive interactions with colleagues; actively communicates with co-workers or with management in a timely & professional manner; maintains collaborative working relationship with others and peers to improve performance.

• Teamwork: Interface well with others, knows who to go to and how to communicate issues/needs.  Knows how to balance the interests of multiple stakeholders.

• Problem solving: Works on complex issues, requiring the ability to synthesize and analyze multiple sources of information to independently solve problems requiring strong judgement and decision-making abilities.

• Time management / organizational skills: Manages time and priorities appropriately - approaches work in an organized and systematic manner. Able to manage large projects and deadlines.

• Flexibility: able to adapt to change, able to multi-task while maintaining attention to detail.  Able to adapt communication styles.  Understands that different situations may call for different approaches.

• Personal accountability: continually improves performance; takes personal accountability for decisions, actions & outcomes.  Follows through on commitments and encourages others do the same.

• Conflict resolution: able to settle differences in productive ways while minimizing disruptions. Willingness to confront issues. Facilitates breakthroughs by integrating diverse views and finding common ground or acceptable alternatives.

• Maintains & fosters sensitivity and respect for cultural diversity.  Seeks to understand different perspectives and cultures.

• Mentoring: Always shares and transfers knowledge locally and/or globally to team members as needed

• Language skills: Advanced proficiency in reading, writing and speaking in English

Minimum Qualifications:

• Bachelor’s degree in business administration or related field

•  7+ years of experience providing exempt-level support to C-suite executives

• Ability to make sound decisions and recommendations independently and autonomously.  Ability to multi-task and manage changing priorities.  Advanced proficiency in MS Office Suite (i.e.: Word, Excel, PowerPoint, Outlook, etc.) and MS software applications.

Work is performed in a designated professional office workstation and environment

Extensive use of office equipment to include, but not limited to, personal computer/laptop, tele/cellphone, printer/copier/fax, and other business-related machinery and software

Pay range:  $73-103K