Executive Assistant I

Title: Executive Assistant I
Location: 75 Shoreway Road, Suite B San Carlos, CA 94070
Start Date: 9+ Months (Possible extension for longer duration)

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-site and off-site.

• Handle confidential material in an 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 success-fully 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.