Executive Assistant

Title:Executive Assistant

Location: San Jose,CA (Hybrid)

Contract: 5+ Month

Job Description

Client, Inc., has an immediate need for a talented Executive Assistant to provide administrative support backup coverage to C-Suite executives and various levels of professionals. Client seeks the best and brightest candidate who is driven, values professional relationships complimented by creativity and teamwork. Further, the right candidate will have demonstrated progressive success as an Executive Assistant supporting dynamic, senior-level executives in a fast-paced, high-tech environment.

Must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities with a great attitude and sense of humor. Must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to exercise discretion, independent judgment and capable of analyzing and solving complex and abstract requests to meet deadlines and expectations for support.

This position is expected to involve a high degree of confidentiality, creativity, latitude, flexibility, and availability for effective and efficient performance for support required.

Major Duties And Responsibilities

Provide diverse, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executive and organization to optimize their time and take a proactive role to anticipate, identify and initiate/facilitate thoughtful solutions.

Manage and maintain highly complex and changing calendars, schedule appointments, meetings, and organizational functions.

Key liaison for the group and on-the-job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community, and political representatives.

Manage a wide range of critical tasks and projects including research, contract database and entity maintenance administration, retention of records and other operations programs.

Make detailed and complex global travel arrangements, including obtaining passports and visas.

Compile, prepare and process executive’s expense reports through Expensify program. Screens all incoming correspondence and determines if executive action is needed.

May arrange organization events and offsites, plan programs and small events for meetings and entertainment of visitors.

May initiate and facilitate meetings, take meeting minutes and manage / track action items.

May draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, summaries, and reports. Review outgoing correspondence for accuracy, format consistency, signatures, and conformance with executive procedures.

May create POs and process invoices in e-billing systems.

Anticipate and/or identify needs and issues within the organization and proactively initiate and/or facilitate solutions.

Use political savvy and sophistication to filter through and facilitate actionable items.

Work closely with executives, administrative staff, employees, and teams creating and maintaining working relationships.

Performs other functions such as greeting guests, organizing and filing confidential files and records systems of the organization, preparation of recurring internal reports, maintaining contacts/customer database, etc.

Demonstrate a broad company knowledge which includes corporate policies and procedures, organizational structure, business strategies, corporate goals, products, services, customers, and competitors.

Play an active role in creating a safe and healthy workplace and comply with all applicable safety and health compliance.

Provide administrative support and cross-coverage to manager, executive assistants, and administration staff, as necessary.

Other Duties As Required.

Required Profile (education, experience):

BS or BA with 8+ years of experience supporting C-Suite executives or equivalent experience with at least 4 years’ working within a highly demanding fast-paced oriented environment.

Exceptional calendar management. organizational and time-management skills.

Exceptional communication skills, verbal and written.

Proven skills analytically with abstract problem-solving.

Exceptional professionalism, soft-skills and being a team player.

High level of integrity with a humble nature; fully capable to be proactive, take initiative, manage, and oversee various projects from multiple management being highly proactive, detailed oriented, self-motivated, adaptive, and creative.

High level of work ethics, integrity, confidentiality, and flexibility.

Highly proficient in the MS Office suite (Word, Excel, PowerPoint, Outlook, Project) and Google Drive.

Must be highly flexible with time and schedule; able and available to come to work early and/or stay late with minimal advance notice.

Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, Safety.

Preferred/Assets Profile (skills, Experience, Education)

Experience assisting within a corporate environment.

Experience using such as Concur, Jira, Zoom, DocuSign, NetSuite, E-Billing, etc.

Experience in a highly demanding fast-paced start-up environment.

Experience in working with a diverse multi-cultural environment.

Highly driven to succeed.

Must be reliable and able to work independently.

Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines, and organizational structure.
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