Lead, Executive Assistant

 

Who is Trace3?

Trace3 is a leading Transformative IT Authority, providing unique technology solutions and consulting services to our clients. Equipped with elite engineering and dynamic innovation, we empower IT executives and their organizations to achieve competitive advantage through a process of Integrate, Automate, Innovate.

Our culture at Trace3 embodies the spirit of a startup with the advantage of a scalable business. Employees can grow their career and have fun while doing it!

Trace3 is headquartered in Irvine, California. We employ more than 1,200 people all over the United States. Our major field office locations include Denver, Indianapolis, Grand Rapids, Lexington, Los Angeles, Louisville, Texas, San Francisco.  

Ready to discover the possibilities that live in technology?

 

Come Join Us!

Street-Smart - Thriving in Dynamic Times

We are flexible and resilient in a fast-changing environment. We continuously innovate and drive constructive change while keeping a focus on the “big picture.” We exercise sound business judgment in making high-quality decisions in a timely and cost-effective manner. We are highly creative and can dig deep within ourselves to find positive solutions to different problems.

Juice - The “Stuff” it takes to be a Needle Mover

We get things done and drive results. We lead without a title, empowering others through a can-do attitude. We look forward to the goal, mentally mapping out every checkpoint on the pathway to success, and visualizing what the final destination looks and feels like.

Teamwork - Humble, Hungry and Smart

We are humble individuals who understand how our job impacts the company's mission. We treat others with respect, admit mistakes, give credit where it’s due and demonstrate transparency. We “bring the weather” by exhibiting positive leadership and solution-focused thinking. We hug people in their trials, struggles, and failures – not just their success. We appreciate the individuality of the people around us.

 

About the Role:

Under the direct supervision of the Chief Financial Officer, the Executive Administrative Lead will oversee other Executive Assistants on the team and will perform day-to-day administrative duties and project support. Responsibilities include screening calls, making travel and meeting arrangements, preparing reports and financial data, creating presentation materials, customer relations, and project work. 

 

What You’ll Do:

• Provide leadership, skill development and mentorship for team members.
• Provide day-to-day administrative and project support. Anticipate executive’s needs and acts accordingly.
• Responsible for managing the executive’s calendar and scheduling requirements. Schedule and organize activities such as meetings, travel, conferences, and department events.  
• Conserve executive’s time and enhances effectiveness by reading, researching, collecting and analyzing data.
• Attend calls and meetings to take notes and record actions items.
• Assist executive in the creation of presentation materials.
• Assist in the development of policy and process documentation.
• Prepare and design general correspondences, memos, charts, cost models, graphs, financial analysis, statistical information, business plans, etc. Proofread copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Sort, open, and distribute mail. Compose written response by phone or e-mail when necessary.
• Answer calls as requested. Take messages and answers all routine and non-routine questions. Arrange “call-back” meetings to protect the executive’s time.  Prepare and provide agenda and backup materials for call-backs.
• Act as a liaison with other divisions and outside customers, including high-level staff such as CEOs, presidents, and executives. Handle non-routine information and explains policies when necessary.
• Handle confidential information in a professional and discreet manner.
• Processes and maintains expenses for executive.
• Act as a project manager for special projects.
• Perform Travel Manager duties which include but are not limited to: acting as the online self-booking portal administrator for mileage reimbursement platform, facilitate in solving any issues by serving as the liaison between American Express Business Travel and Trace3 employees, oversee frequent and accurate company data uploads, and properly monitor reporting tools by providing managerial notifications of any out of policy occurrences.
• Other duties as assigned by supervisor.