Applications will remain open for submission on a continuous basis until needs are met. Please apply via indeed.com by clicking the link here.

Job Description

The Executive Assistant is an integral part of the RSG, Inc. team – they are key to keeping the Vice President of the company on track, so nothing falls through the cracks! The position will report directly to the Vice President to provide exceptional administrative support. Primary functions include helping to manage the Vice President’s strategic activities (and make sure there is time allocated for Corporate and Business Development), managing priorities and tasks, proofreading documents, managing personal social media, maintains calendar, emails, and follow-ups. Check-ins with the Vice President’s business development team and stalled projects. The Executive Assistant will also be responsible for travel arrangements and logistics, as well as other administrative tasks. Additionally, the successful candidate will assist with personal items such as managing the family’s schedule, coordinating household tasks and staff, and assisting with childcare needs. The Executive Assistant will work collaboratively with the President’s Executive Assistant and the firm’s Business Administrator.  

This position requires an individual with a positive can-do attitude who is extremely detail-oriented, systems driven, highly organized, strong project management skills, dependable, focused, enthusiastic, task oriented, and has the ability to adjust to shifting priorities in this fast-paced office. The ideal individual will possess exceptional communication and people skills as well as be able to collaborate with the Executive to meet administrative needs. Other desired skills include: 

  • A proactive problem solver and self-starter capable of seeking out solutions  
  • Ability to juggle multiple tasks with superb accuracy with minimal supervision  
  • Strong administrative skills 
  • Exceptional and supportive customer service skills (on the phone and in person) with clients, and employees 
  • Advanced knowledge of Outlook, Word, MacOS, Microsoft To-Do, PowerPoint, etc. 
  • Strong knowledge of project management tools  
  • Proficient in a wide variety technology platforms and software programs 
  • Ability to effectively work from home to perform most job duties; will need to meet with Vice President in north county San Diego (Vista) multiple times per week 

Executive Assistant Responsibilities (85% of time):  

  • Manage and maintain Vice President’s schedule, including scheduling appointments, organizing meetings, and coordinating travel arrangements for both professional and personal activities 
  • Prepare reports, presentations, and other documents as needed, including drafting emails and correspondence on behalf of the Vice President 
  • Attend both internal and external meetings and take notes  
  • Monitor and review emails including relay requests for documentation to the appropriate employee, cleaning out spam, notification of action items, and to-do’s 
  • Identify and track business leads  
  • Review contracts and coordinate execution  
  • Track legislative initiatives pertinent to the Vice President’s book of business 
  • Assist the Business Administrator with analyzing and tracking business financial metrics 
  • Assist with event planning and coordination for conference attendance  
  • Provide daily briefings to the Vice President 
  • Maintain professionalism, high degree of discretion, and strict confidentiality with all materials 
  • Serve as the liaison to manage communication with employees and clients and help Vice President manage projects 
  • Organize and maintain electronic files and records 
  • Take the initiative to pull activities from the Vice President when extremely busy 
  • Other tasks may be assigned, as needed 

Personal Assistant Responsibilities (15% of time): 

  • Manage household staff including hiring, training and scheduling 
  • Assist with child-care related activities, such as summer camp registration, gift purchases, and birthday party planning  
  • Manage family’s daily schedule including school drop-offs and pick-ups, extracurricular activities, and play dates 
  • Run errands, such as grocery shopping and picking up dry cleaning 
  • Occasionally provide transportation and childcare for the children 
  • Assist with general personal tasks, such as coordinating appointments for family members, coordinating household projects, and ensuring animals are taken care of 

Education and Experience Requirements: 

  • 4 or more years of experience in an administrative role reporting directly to upper management 
  • AA degree required, Bachelor’s degree preferred 
  • Excellent writing, communication and interpersonal skills  
  • Excellent critical thinking, problem solving, and analytical skills 
  • Must have strong attention to detail and pride in work 
  • Strong time-management skills and an ability to organize and coordinate multiple concurrent tasks 
  • Willing to adapt to changes and unafraid of challenges or asking clarifying questions  
  • Tech savvy with excellent computer skills and advanced knowledge of Office 365 for Business (Outlook, Word, Excel, MacOS, Microsoft To-Do, Teams, and PowerPoint)  
  • Familiarity with Zoom online meeting platform 
  • Marketing experience (i.e. create, oversee, and implement marketing). 
  • Respect for and maintenance of confidential and private matters 
  • Flexibility to work occasional evenings and weekends 
  • Understanding of business consulting processes helpful but not required  

Full time position, with benefits accrued according to RSG’s personnel manual, including health insurance, paid time off (vacation, sick leave, holidays), and flexible work schedule policy. 

Salary range is $65,000-$85,000/annually, DOE