Executive Assistant I

Executive Assistant

Location: San Carlos, CA

Pay rate: $46 - $68/hr.

Zip Code: 94070

Area Code: 650

Start Date: Right Away

Keywords: #SanCarlosJobs; #AssistantJobs

Job Description Summary:

Reporting to an Executive Leadership team member, under limited direction and own initiative, proactively manage a variety of advanced and standard administrative functions.

Primary Responsibilities:

• Manage complex calendars, make extensive travel arrangements, prepare itineraries, and expense reports.
• Format and compose confidential and non-routine documents and correspondence.
• Execute timely and professional communication internally and externally.
• Prepare complex PowerPoint presentations.
• Coordinate conferences and meetings, both on- and off-site.
• Handle confidential material in appropriate manner.
• Provide basic administrative support to local and global team members.
• Assist with planning and execution of administrative projects that includes researching and gathering information from various sources, formatting, analyzing, and summarizing results (e.g. organization of special events)
• Train and supervises junior level administrative colleagues as required.
• Screen telephone calls, take messages, redirect calls, and respond to inquiries regarding company policies/procedures.
• Establish E-Req/ PO's, contracts as requested for vendors and consultants.
• Order catering for meetings involving Executive Team unless otherwise specified.
• Follow up on due dates for any pre-reads to Executive Team and ensure they are uploaded onto Sharepoint if necessary.
• Order/maintain office supplies for Executive Team.
• Provide recruiting support, such as interview scheduling and reviewing resumes.

Knowledge, Skills, and Abilities:

• Ability to multi-task in a fast-paced environment while demonstrating a proactive and superior work ethic and an acute attention to detail.
• Outstanding organization skills with an ability to successfully handle simultaneous priorities.
• Advanced knowledge of PCs including Word, Excel, PowerPoint, and Outlook; superior Outlook calendaring skills a must.
• Excellent written and interpersonal communication skills.
• Must be able to work effectively, independently and accurately with minimal supervision.
• Ability to interact with all levels of management, a wide range of stakeholders within and outside the company.
• Must be able to follow established procedures and guidelines and abide with safety requirements.
• Absolute discretion when dealing with sensitive and confidential information.

Experience:

• 8 years experience of progressively advanced administrative experience.
• 3-5 years experience as an Executive Assistant supporting a senior level executive in an international corporate setting.