Job Description

Administrative Executive Assistant

San Jose, CA - Hybrid role

6 Months Contract

Major Duties and Responsibilities:

• Provide administrative support to Sr. Manager, Office of the CEO VP and team, plus additional support to additional executives where needed includes providing CEO daily schedule, materials, reminders, meeting confirmations.
• Coordinate and schedule meetings, events, and logistics.
• Coordinate and create POs using Netsuite and process invoices.
• Coordinate and arrange all travel and logistics to include obtaining all requirement documentation for international travel such as visa, invitation letters, and meet mandate requirements, by airlines and countries, etc.
• Create and process expense reports and reconcile monthly corporate credits cards.
• Manage Global Flower program.
• Manage Administrative Team Intranet site.
• Work closely with Sr. Manager to plan out, budget, and track administrative team training, meetings, events with key priorities and topics.
• Provide support for projects and research.
• Provide word processing, data entry, photocopying, scanning, faxing, creating and maintaining files, ordering/distributing departmental supplies, schwag, etc.
• Greet visitors in a friendly, warm/welcoming and professional environment.
• Provide administrative support and cross-coverage to Sr. Manager, executive assistants and administration staff, as necessary.

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 very proactive, intuitive, and resilient for success.
• Must be reliable and work independently
• Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines and organizational structure.

• Dice Id: 90989446
• Position Id: 24-01361

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