Executive Assistant (Floater)

Job Title

Summary:

Location: Menlo Park office

3pm - 5pm worker will be sitting at main reception desk.

Responsibilities:

• Provide back-up support to various teams, familiarizing with each Assistant's workload to provide appropriate coverage.
• Assist executives with a wide range of administrative and executive support-related tasks in a timely manner with high performance and accuracy.
• Translate requests and requirements into achievable goals and manage the process through which these objectives are met.
• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives' notes and directives.
• Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents.
• Handle planning logistics for domestic and international travel; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in a timely manner ensuring accuracy and submit in accordance with company policy.
• Manage and monitor Executives' calendars and anticipate potential issues regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.
• Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed.
• Liaise with portfolio organizations, investors, guests, and all company personnel in a professional and courteous manner adhering to company's culture and values statements.
• Act as a team player, including taking on additional tasks to support colleagues and the company and offering to help before being asked.

Requirements:

• Ability to manage highly sensitive, confidential information with complete discretion.
• Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive.
• Excellent written communication and research skills.
• Extensive experience managing complex and fluid calendars.
• Excellent organizational skills to support the productivity of the whole team (i.e., filing systems, trackers, contacts).
• Critical thinker; excellent judgment; proactive and able to anticipate Executive's needs.
• Team player capable of working with internal and external stakeholders in a way that reflects the company's core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect).