Executive Assistant

Cubic Corporation

San Diego,CA


Business Unit:Cubic CorporationCompany Details:Cubic offers an opportunity to provide innovative technology for government and commercial customers around the globe, helping to solve their future problems today. We're the leading integrator of payment and information technology and services for intelligent travel solutions worldwide, and the leading provider of realistic combat training systems, secure communications and networking and highly specialized support services for military and security forces of the U.S. and allied nations. If you have an entrepreneurial spirit and thrive in an innovative environment, we want to talk to you about your next role at Cubic! We are seeking employees inspired by technology, and motivated by the rewards of hard work, commitment, teamwork, quality, integrity, and respect. We invite you to explore opportunities with Cubic.Job Details:Job Summary: Under direction of the Senior Vice President, General Counsel, and Corporate Secretary, performs a variety of administrative duties at all levels of complexity requiring a thorough knowledge and understanding of an organization's functions, policies, systems, procedures and objectives. Plans and coordinates administrative projects. Demonstrates independent judgment, discretion and tact in performance of duties. This position typically works under close supervision and direction.Essential Job Duties and Responsibilities:* Provides administrative support at all levels of complexity for supervisor and/or designated management and staff.* Closely monitors the Corporate General Counsel's calendar and adjusts appointments as necessary.* Follows up and advises on the status of pending items, schedules, deadlines and requests.* Professional in all interactions (written, oral, or in-person) with Board of Directors, Executives, and team members.* Takes initiative to investigate and resolve administrative issues and problems, gather necessary information, contact appropriate personnel, and make recommendations for implementation.* Plans and coordinates administrative projects, and serves on cross-functional teams as assigned.* Works closely with Senior Corporate Paralegal to plan Board Meetings, including ordering food, setting up conference call, and preparing room for the meeting.* Coordinates with the Senior Corporate Paralegal to prepare and compile information and materials needed for meetings or as requested.* Composes correspondence on own initiative regarding administrative matters.* Formats and prepares documents as requested.* Arranges for proper approvals for documents.* Screens telephone calls, visitors and correspondence; handles administrative detail on own initiative; and/or refers to appropriate personnel for action.* Plans and coordinates office functions, including holiday party and birthdays.* Reviews and processes billings to ensure accuracy and appropriateness of charges.* May assist in coordinating development of budget data and monitoring of expenditures.* Initiates travel arrangements and processes related expense reports for the Corporate General Counsel and Board of Directors.* Handles, processes and maintains proprietary and/or confidential data.* Develops and documents office and administrative procedures for assigned functional areas.* Maintains files, correspondence and reports to facilitate retrieval.* Communicates with high level contacts within and outside the Company including executives and customers.* May attend meetings, record proceedings and prepare and distribute meeting information.* Advises and provides guidance to other administrative personnel regarding procedures and practices.* Performs notary and apostille services for corporation and all business units.Minimum Job Requirements:Two-year college degree, or equivalent, in business administration or related field plus six years of administrative experience. Senior management administrative experience desirable. Advanced office organization and excellent interpersonal skills. Prior responsibility for handling and maintaining proprietary and/or confidential data. Proficient with a wide variety of office equipment. Proficient with computer software applications including word processing, spreadsheets, database, presentation, e-mail and appointment scheduling software. Must be able to exercise tact, diplomacy, discretion and judgment in communications with all levels of employees and outside contacts. Ability to follow written and verbal directions. Ability to solve problems and work independently. Ability to perform administrative work requiring a high degree of accuracy. Able to prioritize work, complete multiple tasks and work under deadlines. Ability to work at a computer for extended periods of time. Must demonstrate tactfulness and good interpersonal skills in dealings with others. Excellent oral and written communication skills.The description provided above is not intended to be an exhaustive list of all job duties, responsibilities and requirements. Duties, responsibilities and requirements may change over time and according to business need.Worker Type:Employee

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