EXECUTIVE ADMINISTRATIVE ASSISTANT
Job Description: We are looking for a highly seasoned professional executive admin to support C level executives in San Mateo. This position is temporary with the possibilty of going perm. We are looking for a highly motivated, highly organized, super-skilled executive assistant! This candidate will support C level executives. The main responsibilities of this EA will be to undertake all administrative requirements understanding the responsibilities and motivations of the organizations goals and objectives in order to complete tasks on their behalf. Uses discretion in handling details of a highly confidential and sensitive nature. Work requires initiative and independent judgment. Escalates issues to executives when appropriate. Prepares sensitive information for use in discussions and meetings within the organization and with outside individuals. The person hired into this role must be a team player who is proactive, cooperative, collaborative, flexible, identifies process improvement opportunities, loves to learn new skills and has a positive mindset. Models integrity, poise, high energy and a strong sense of urgency, acting as an extension of the leadership team. Seeks proactive and creative win/win alternatives for leader and key stakeholders constantly assessing changing priorities and complex schedules. Work Style: â€¢ Excellent communication skills, both at the peer and executive level â€¢ Ability to multi-task and change direction quickly â€¢ Excellent organizational skills with high attention to detail â€¢ Proactive and self-motivated with an ability to take direction â€¢ EA must be very open and collaborative â€¢ EA has "ear-to-the-ground" among staff and can sense morale issues if they arise â€¢ Be a team-player, Able to work on own initiative in a dynamic and challenging environment â€¢ Ability to demonstrate initiative and honed organizational skills Job responsibilities include: â€¢ Maintain the schedules â€¢ Represent the executives and act as a liaison between executive(s) and their management, peers or organization. â€¢ Arrange and coordinate business travel and adapt quickly to changes in travel plans and requirements â€¢ Plan, coordinate, and execute all types of meetings and events â€¢ Compose correspondence and reports â€¢ Edits PowerPoints presentations as appropriate â€¢ Develops staff meeting minutes and keeps list of action items â€¢ Researches and analyzes data within the context of a project, departmental needs, or company direction and makes recommendations for improvements â€¢ Handles multiple tasks, switches priorities and focuses as needed â€¢ Department initiatives and projects tracked including purchase order accruals, preparations and other confidential matters â€¢ Handle a large volume of incoming communication which includes email, voicemail and telephone calls â€¢ Manage the planning and forecasting of budgets (monitor expenses against budget, personal) and identify corrective actions â€¢ Accurate and timely handling of expense reports Team/Leadership Skills â€¢ Creates collaborative processes with other administrative personnel to optimize cross-unit functions â€¢ Builds effective and inclusive relationships with personnel at a variety of levels â€¢ Provides guidance to other employees regarding new methods, assignments or procedures â€¢ Suggests relevant process improvements â€¢ Exercises excellent judgment within areas of responsibility This position requires exceptional MS Office skills - Word, Excel and PowerPoint. At least 7+ years of experience in Senior level Executive support. The candidate MUST have prior experience supporting C level executives. The ideal candidate will demonstrate a high level of tact, strong communication skills, the ability to handle multiple tasks, and the ability to complete project work while at the same time attending to work that is urgent. Great attention to detail and the maturity to handle confidential information is a must. Again, any/all candidates applying for this position must have a proven work history reflecting support of senior management, ability to make sound decisions, ability to take action, direct action and motivate others to the same. This candidate should also appreciate the value of change and be willing to act and contribute as a "change agent." Please submit resumes in a word attachment to: firstname.lastname@example.org , email@example.com & firstname.lastname@example.org Minimum Education Required: Bachelor Years of Experience Required: More than 5 years Expected Travel Time: None Keywords: Administrative
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