Job Description

Job Title: Executive Assistant

Duration: 12 Months

Pay Rate: $25–$30 per hour (W2)

Location: Onsite – Pomona CA 91768

Work Authorization: W2 only

Job Summary:

We are seeking a highly organized and proactive Executive Assistant III to support a dynamic team leading the upgrade of our Next Generation Enterprise Resource Planning (ERP) System. The ideal candidate will be a seasoned administrative professional with strong attention to detail, exceptional communication skills, and the ability to manage multiple priorities efficiently.

Day-to-Day Responsibilities:

• Provide high-level administrative support to a project team leading a large-scale ERP system upgrade.
• Draft and format letters, memos, invoices, reports, presentations, and other business documents.
• Organize and maintain internal databases, libraries, and knowledge repositories to ensure ease of access and version control.
• Plan and coordinate meetings, including agenda creation, note-taking, action item tracking, and schedule management.
• Utilize business tools and AI technologies (such as Microsoft CoPilot) to create reports, draft correspondence, and ensure timely follow-up on tasks.
• Route and prioritize incoming correspondence and requests for leadership as directed.
• Process expenditure approvals, purchase orders, and office procurement items in compliance with company policies.
• Manage all incoming/outgoing executive mail, including confidential documents.
• Conduct research and provide data analysis related to project planning, resource allocation, and other special initiatives.
• Collaborate with cross-functional teams on strategic projects, offering insights and administrative support.
• Handle sensitive and confidential information with utmost discretion and professionalism.
• Support the protection of company assets and data, ensuring strict adherence to cybersecurity and privacy standards.

Required Skills and Qualifications:

• 4+ years of experience in an executive or senior-level administrative support role.
• Advanced proficiency with Microsoft Office Suite: Outlook, Word, Excel, PowerPoint, Teams, and Notes.
• Experience using Microsoft CoPilot or other AI-enhanced productivity tools.
• Skilled in navigating SharePoint and creating documentation in MS Notes.
• Proven experience processing expense reports, purchase orders, and invoices.
• Strong calendar management and meeting coordination experience.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks with precision and meet deadlines under pressure.
• High level of integrity and confidentiality in handling sensitive information.

Preferred Attributes:

• Previous experience supporting IT or ERP implementation teams.
• Familiarity with project management or resource planning tools.
• Experience in a large enterprise or cross-functional project environment.

Benefits that Russell Tobin offers:

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.

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