Administrative Assistant

Job Title: Sr. Administrative Assistant

Location: San Jose, CA // Hybrid - Only Local Candidates

Duration: 6 Months W2 Contract with a high possibility of extension

Job Description:

Need for a talented Administrative Assistant to provide administrative support to the VPs and various levels of professionals within the Marketing organizations. Client seeks the best and brightest candidate who values professional relationships complimented by creativity and team work. Further, the right candidate will have demonstrated progressive success as an administrative assistant supporting dynamic, senior-level executives in a fast-paced, high tech environment.

Must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities with a great attitude and sense of humor. Must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to exercise discretion, independent judgment and capable of analyzing and solving complex and abstract requests.

This position is expected to involve a high degree of confidentiality, creativity, latitude, flexibility and availability for effective and efficient performance for support required.

Major Duties and 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 ChromeRiver 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 AA degree is preferred with 4 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.

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.

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.