Executive Personal Assistant and Program Coordinator

EVOTEK is North America's premier enabler of secure digital business focused on innovation. With an integrated set of technical domains, including data center, network, security, cloud, and communications, EVOTEK provides a cohesive approach to digital initiatives while driving business impact. In addition to technical solutions, EVOTEK offers advisory services and strategic sourcing to help bridge the gap between IT and business, reducing functional silos and facilitating alignment. EVOTEK was named Inc. Magazine's "Best Places to Work" in 2018, 2020, and 2022. In addition, for seven consecutive years, EVOTEK was listed in The San Diego Business Journal's "Best Places to Work" and recognized in CRN's "Solution Provider 500" list, CRN's "Next-Generation 250" list, CRN's "Triple Crown" and highlighted as CRN's "Top 150 Growth Companies".

The Executive Personal Assistant (PA) and Program Coordinator (PC) is a dynamic hybrid role supporting an active Founder/CEO while coordinating various activities across the organization.

We are looking for a hardworking and responsible PA to provide personalized administrative support in a well-organized and timely manner to the Founder/CEO. You will work on a one-to-one basis on various tasks related to the Founder/CEO’s working, personal, and family life.

Additionally, this position will support community-related tasks to execute numerous activities throughout the year. PC support will include, event planning, registration, on-site support at events, communication with participants and external stakeholders. The PC will provide administrative support in the following areas: accounts receivable, calendaring, contract tracking, and supporting financial operations. As a detail-oriented, self-led administrative professional, the position requires multitasking, strong communication, and organizational skills.

This role reports directly to the Founder/CEO with a dotted line to the Director of Community Outreach. Must be local to the San Diego, CA area.

Requirements

PERSONAL ASSISTANT JOB RESPONSIBILITIES:

• Act as the point of contact between the Founder/CEO and internal/external staff, clients, partners, family, and friends.
• Screen and direct phone calls and distribute correspondence.
• Handle email requests and queries appropriately.
• Manage daily schedule, and schedule meetings and appointments.
• Make travel arrangements, travel itineraries, and meal arrangements.
• Take dictation and minutes.
• Source supplies and other purchases, as needed.
• Produce reports, presentations, and briefs.
• Light bookkeeping work.
• Event planning.
• Picking up and delivering business/personal items.
• Gift Buying.
• Arrange repairs and maintenance for vehicles.
• Draft letters.
• Other duties as assigned.

PROGRAM COORDINATOR JOB RESPONSIBILITIES:

• Provide logistical support to the community events and engagement team, including event transactions (i.e., ordering materials, catering, reserving rooms, etc.), on-site support, and post-event follow-up as needed.
• Assist team for significant annual events ranging from 200 - 2,000+ attendees, including registration, management of payment process, and other duties as assigned.
• Assist team with communication with outside stakeholders (i.e., participants, contractors, presenters, venue, and other event stakeholders).
• Support technology for program operations, such as video conferencing technology, presentation software, and other communications technologies.
• Support communication activities, including working with the team on social media and email communications.
• Maintain organizational calendars regarding events and provide monthly updates of upcoming activities on staff calls.
• Maintain budget and track expenditures/transactions on event budgets and upcoming expenses.
• Work with team to gain a high-level understanding of programs and fundraising for processing expenses to ensure accuracy in financial reporting.
• Hours may vary week-to-week, and evening responsibilities may vary, so flexibility is a must.
• Occasional weekend work.

Qualifications include:

• Organizational Skills: Outstanding time management skills and attention to detail, proven ability to plan ahead, prioritize tasks, and juggle multiple demands effectively.

• Communications Skills: Excellent written, verbal, and interpersonal communication and ability to prepare correspondence and synthesi