Job Description:
Responsibilities:
- Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executives and organizations 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, and schedule appointments, meetings, travel, and organizational functions as well prepare flawless communication materials on behalf of internal and external customers.
- Use political savvy and sophistication to filter through and facilitate actionable items.
- 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.
- Work closely with executives, administrative staff, employees and teams creating and maintaining working relationships.
- Perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature.
- May initiate and facilitate meetings and take meeting minutes and manage action items.
- May arrange and plan programs and small events for meetings and entertainment of visitors.
- May perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature. Provide web research as needed.
- May draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, and reports.
- Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures.
- Anticipate and/or identify needs and issues within the organization and proactively initiate and facilitate solutions.
- Compile, prepare and process executives expense reports through the Expensify program.
- Manage all incoming POs, creating, keeping track, and working closely with vendors, finance, and Engineering team.
- Reconciling monthly credit card statements for the Engineering department.
- Screens all incoming correspondence and determines if executive action is needed.
- Performs other functions such as organizing and filing confidential files and records systems of the organization, preparation of recurring internal reports, maintaining contacts/customer database, etc.
- Demonstrates 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 *** workplace and comply with all applicable safety and health rules.
- Provide administrative support and cross-coverage to manager, executive assistant, and administration staff, as necessary.
Skills, Education and Experience:
- Minimum of 5 years of experience supporting Vice Presidents and above or equivalent working within a highly demanding fast-paced oriented environment.
- Exceptional calendar management skills.
- Exceptional communication skills, verbal and written.
- High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management being highly proactive, detailed oriented, self-motivated, adaptive, and creative.
- Proven skills analytically with abstract problem-solving.
- Exceptional professionalism, soft-skills, and being a team player.
- High level of work ethics, integrity, confidentiality, and flexibility.
- Advanced level MS Office suite Word, Excel, PowerPoint, Outlook, Project Google Drive.
- Must be highly flexible with time and schedule; able and available to come to work early and 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.
- Experience assisting Vice Presidents in a Hi-Tech industry.
- Experience in a highly demanding fast-paced start-up environment.
- Experience in working with a diverse multicultural environment.
- Must be reliable and work independently.
- Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines and organizational structure.
Cynet Systems
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