SR ADMINISTRATIVE ASSISTANT
San Jose, CA Hybrid role 2 days onsite
12 Months Contract
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/or facilitate solutions.
Compile, prepare and process executive’s expense reports through 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 determine 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 healthy 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.
Other duties as required but not limited.
Required Profile (education, 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/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 Vice Presidents in a Hi-Tech industry.
Experience in highly demanding fast-paced start-up environment.
Experience in working with a diverse multi-cultural environment.
Must be reliable and work independently.
Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines and organizational structure.
AMISEQ
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