Executive Operations Assistant

Join the team at Visit Huntington Beach, one of the Orange County Business Journal's 2024 Best Places to Work in the OC!

The Company: Visit Huntington Beach (VHB) is the official destination marketing organization for Huntington Beach, CA. A 501(c)(6) non-profit organization, its mission is to support and advocate for the economic vitality and quality of life for the Huntington Beach community... through inspirational destination marketing and brand management. Its programs include marketing, public relations, group sales, visitor and partner services, advocacy, and tourism development. VHB embodies a community-focused spirit of service that is proactive and strategic. It places an emphasis on teamwork; staff engagement and commitment; diversity, equity, and inclusion; professional development and accountability; community support; and sustainability. The small, but mighty, staff represents the best of Huntington Beach at a professional, high-quality, laid-back luxury level.

The Position: The Executive Operations Assistant is responsible for providing comprehensive administrative support to the 5 member Executive Team of VHB. The Executive Operations Assistant will oversee operational management and provide HR support where needed under the supervision of the VP of Administration & Community Engagement. This full-time position is primarily located in the Visit Huntington Beach office in downtown Huntington Beach, with the option to work from home one day per week.

The successful candidate will be self-directed and motivated and have exceptional judgement, communication, and collaboration skills, as well as the ability to multi-task in a fast-paced environment. They will also have a strong ability to quickly navigate, operate, and adapt to a wide variety of technology and software, including both PC and Apple devices, audio/visual equipment, and general office equipment.

Responsibilities:

Administration (35%)
? Manage budgets for regular and special programs and expenses;
? Create and manage efforts for special events, staff recognitions, and similar projects;
? Organize VHB Board of Directors and associated Committee meetings in accordance with the Brown Act, including determining logistics and drafting and delivering correspondence such as agendas and minutes;
? Prepare and present at VHB Board of Director meetings and other meetings as required;
? Arranges travel and accommodations for executives; and
? Perform any additional duties as assigned by executive team.

Operations (30%)
? Onboard, train, and handle documentation for new and existing employees;
? Oversee requests for partnerships or donations from local events and organizations;
? Manage VHB vehicle maintenance and scheduling;
? Maintain policies and procedures, ensuring compliance with applicable local, state, and federal laws; and
? Attend industry and community events, such as the City of Huntington Beach, HB Chamber of Commerce, and Downtown
? Business Improvement District events, as required.

Office Management (35%)
? Organize, maintain and secure executive files and records;
? Ensure office and Visitor Information Kiosk are stocked with necessary supplies and equipment;
? Schedule office and Kiosk repairs and maintenance as needed;
? Oversee VHB conference room schedule and provide logistical support for all onsite meetings;
? Provide support to front desk, as needed; and
? Ensure office and Kiosk is in compliance with health and safety standards.

Other Duties
? Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job

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