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.
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- Dice Id: 90989446
- Position Id: 24-01361
Job Tags
Contract work, Flexible hours,