CIM Group is hiring: Executive Assistant in Los Angeles

Executive Assistant

The Executive Assistant is responsible for providing administrative support to the executives and staff at the Los Angeles office location. The role will report to the VP of Corporate Facilities and Administrative Services and required to be in the office.

Responsibilities:

• Manage executive calendars including planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf. Handle scheduling of business appointments.
• Create and maintain vCard database.
• Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls.
• Make and/or coordinate travel arrangements including arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required. Coordinating itineraries with others.
• Prepare and edit correspondence and communications.
• Manage the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), and recording meeting minutes.
• Coordinate outgoing mail including addressing, metering, and certified or registered mail, overnight delivery and intra-company.
• Set-up and maintain departmental and/or management files according to established criteria.
• Event planning responsibilities including planning corporate events, booking related travel.
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, code, and process invoices related to departmental expenses including setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
• Maintains a high level of confidentiality with sensitive information.
• Act as back-up to the other administrative staff as needed.
• Performs other duties, including special projects, as assigned.

Education/Experience Requirements:

• Bachelor's degree and/or related experience.
• 3 years' experience providing Executive Assistant support for senior executives in a fast-paced corporate environment.
• Proficient with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
• Experience with video conferencing software is preferred.
• Experience with accounts payable software such as Yardi desirable.
• Experience with office equipment such as printers, copiers, scanners, mail metering machines.

About You:

• Strong attention to detail, organization, and ability to independently troubleshoot unforeseen logistical issues.
• Demonstrated ability to effectively prioritize, plan, and execute Executive Assistant responsibilities in an organized and timely manner.
• Responsiveness to requests and demonstrated ownership in completing essential tasks and assignments in a timely manner.
• Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of their executives and/or the organization they represent.
• Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors.
• Ability to interpret documents such as contracts, agreements, documents, reports, and procedure manuals.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to complete responsibilities and projects with minimal direction/supervision.
• Ability to define problems, collect data, establish facts and draw valid conclusions.

At CIM, we believe our success stems from our collective efforts, and we are committed to providing well-rounded support and resources for our employees. In addition to a competitive compensation plan, CIM offers a comprehensive benefits program for employees to thrive both inside and outside of work. Eligible employees can enjoy a wide range of benefits, including:

• A variety of medical, dental, and vision benefit plans
• Health Savings Account with a generous employer contribution
• Company paid life and disability insurance
• 401(k) savings plan, with company match
• Comprehensive paid time off, including vacation days, 10 designated holidays, sick time, and bereavement leave
• Up to 16 hours of volunteer time off
• Up to 16 weeks of paid parental leave
• Ongoing professional development programs
• Wellness program, including monthly and quarterly prizes
• And more!

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required. At CIM, base pay is one part of the total compensation package. This role is eligible for bonus pay in addition to base salary. The anticipated base salary range for the position in Los Angeles, CA is $90,000 - $120,000.

At CIM Group, we believe that the unique perspectives and backgrounds of our employees enhance everything we do. We are committed to fostering an inclusive environment where diversity is not only respected but celebrated. We strive to ensure that our workplace is free from discrimination and harassment, allowing everyone to contribute meaningfully and feel a sense of belonging. As an equal opportunity employer, we strictly prohibit any form of unlawful discrimination and adhere to the laws enforced by the EEOC. Our goal is to provide a safe and supportive environment where all employees can grow and make impactful contributions together.