Senior Executive Assistant, Administration Manager

D.A. Davidson Companies is an independent, employee-owned company with a rich history spanning more than 80 years. We are dedicated to conducting our business in accordance with the highest standards of integrity and ethics, and delivering outstanding service to our clients and each other. We support a friendly, open and supportive culture, and encourage candid communication and productive engagement that make our companies and each of us better. Just as we work to improve our clients’ financial well-being, we also work to strengthen local communities—and giving back is one of our core values. You can learn more about our company culture and impact in our latest annual report.

Job Description

The Senior Executive Assistant, Administration Manager will have an integral role contributing to effective business operations, employee engagement, and the work environment. This role will work closely with senior leaders and the support team on a variety of initiatives aimed at streamlining administrative procedures, enhancing company and team culture, and other support related tasks. 

Qualifications:

• A minimum of 5 years’ experience in an administrative role, supporting C-suite or other senior executives preferred.
• A minimum of 2 years’ experience in an administrative supervisory role.
• Must have a high level of competency in CRM systems, with Salesforce a strong plus.
• Intermediate to advanced skills in Microsoft Office, with a focus on PowerPoint.
• Must be proactive and solution - oriented: be the first to identify concerns and propose and execute solutions.
• Excellent organizational skills with the ability to work under pressure with diverse workloads and little to no direct supervision.
• Demonstrated project management experience or training a plus with the ability to drive projects to completion.
• Strong written and verbal communications skills, strong interpersonal skills.
• Abilitytoapplygoodjudgmentandappropriatelyhandlesensitiveorconfidentialinformationand situations.
• Strong working knowledge of MS Office, and the ability to work with or promptly learn to work with other applications.
• A team player, willing to assist in other areas when necessary.
• Ability to work full time from Irvine office location.
• Availability to travel as needed.

Duties:

• COO Support-
• Act as gatekeeper for COO’s time and thought partner on strategic initiatives and operational improvements.
• Manage COO’s calendar and coordinate internal and external meetings, conference calls, video conferencing, etc.
• Coordinate domestic travel logistics and offsite meeting arrangements as needed.
• Attend meetings with or on behalf of the COO and provide meeting notes.
• Assist COO with internal and external correspondence, memos, and email.
• Create internal presentations such as strategic updates, business plans, and board decks.
• Manage other special projects as needed for the COO and ECM President.
• Act as liaison between COO and internal partners, project managing ongoing initiatives and providing regular status updates.
• Process expense reports as needed.
• Assist with internal event planning, including departmental off-sites.




• Administrative Team Management:
• Act as supervisor for a team of 9 executive assistants and office managers across 5 offices.
• Foster an inclusive and collaborative team environment.
• Provide a high level of mentorship to individuals. Oversee professional development, address areas of improvement, and create growth avenues for team members.
• Manage projects for admin group, including assigning responsibilities, monitoring the status and providing updates to internal stakeholders.
• Oversee recruiting and onboarding, including training new hires directly when needed.
• Conduct annual reviews at fiscal year end.
• Approve and edit time cards and vacation requests. 

What We Offer:

• Medical, Dental and Vision
• Company 401(k)and ESOP contribution
• Paid holidays + Generous sick, vacation, and maternity/parental leave
• Pet Insurance
• Professional Development Opportunities
• Tuition Reimbursement ($15,000 lifetime cap)
• Discounted personal insurance including home, auto and recreational vehicles
• Charitable gift-matching program
• Davidson Day of Giving - Our tradition of positively impacting communities in which we live and work.

At D.A. Davidson, we are committed to fostering a diverse environment that supports the development and inclusivity of all employees.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

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