Executive Assistant 3

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Job description

JOB TITLE: Executive Assistant 3

LOCATION: San Jose or San Francisco, CA (hybrid)

PAY RANGE: $35.00 - $45.84/hr

DURATION: 1 year

TOP 3 SKILLS:

Positive can-do attitude, no ego - willing to follow through and do what it takes to get the job done. Team player

Ability to communicate in a clear and concise way.

Ability to remain flexible, embrace change and manage uncertainty, all while thriving in fast-paced environment.

Company:

Our client a Fortune 500 Software Organization is seeking a Executive Assistant 3 to bring onto the team.

Job Description:

Maintain executive calendar, manage staff meetings and commitments.

Organize department communications and key events.

Assist in key projects as appropriate from mergers and acquisitions, venture investments, strategy, and partnerships and provide selective support to direct staff and others in the organization as needed.

Key attributes include the desire to build relationships, a strong willingness to help and support, and ability to be decisive and thrive in a fast-paced, ever changing environment.

Key responsibilities include diverse administrative tasks and coordinating special projects as outlined below.

Manage calendar and travel to help drive maximum effectiveness, all while coordinating complex travel arrangements and successfully handling last minute changes

Assist with scheduling group meetings

Coordinate special projects and large meetings with internal and external individuals

Organize quarterly all hands meetings and semi-annual team building events.

Compile and publish weekly senior staff minutes and group updates.

Maintain up to date organizational charts, contact lists and email alias lists.

Assist staff with travel coordination when required.

Plan and schedule group off-sites.

Arrange job candidate interviews and ensure smooth transitions for all new hires by obtaining office space, computer systems and accounts and managing all related work requests.

Process forms including expense reports, change of status, employment requisitions, contractor time cards and IS and Facilities work requests.

Perform general office Administrative duties such as ordering supplies and equipment.

Assist with audio, visual and video and web conferencing when needed.

Manage all open purchase orders. Work with vendors and project managers to ensure billing occurs in timely manner and that project scope changes are considered and accounted for.

Comply with policies and procedures and utilize Contracts Management system for all departmental purchases.

Skills:

Positive can-do attitude, no ego - willing to follow through and do what it takes to get the job done. Team player

Ability to communicate in a clear and concise way.

Ability to remain flexible, embrace change and manage uncertainty, all while thriving in fast-paced environment.

Exceptional ability to multi-task, prioritize and work under critical deadlines and manage workload with little direction.

Strong organizational skills, attention to detail and timely follow-through.

Desire to constantly look for opportunities to create systems, checklists, and approaches to make things run more smoothly.

Ownership of the outcome even when there is a lack of full control, ability to see it through until it is completed.

Manage time effectively and proven ability to prioritize when there are conflicting priorities to ensure key projects meet deadlines.

Excellent written and interpersonal communication skills

Education:

High School Graduate

IND123

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