Job Description

Executive Assistant

Contract: 3-4 Months

Hybrid

Tuesday/Thursday at San Francisco

Wednesday at Palo Alto

Monday/Friday Remote

We seek a professional, take-charge Executive Assistant to keep business operations organized, on track, and moving forward. Candidates must possess strong communication skills, both written and oral, the ability to multi-task efficiently in a fast-paced environment, and the ability to work independently with initiative, discretion, and confidentiality. You will ensure that the Executives productivity is enhanced by managing calendars and schedules, including expense reports. You must be able to manage multiple high-priority assignments foster and maintain strong working relationships within all levels of the company and outside vendors and contacts. Your work will be completed with minimal supervision as assignments are of the highest quality, and follow-through is outstanding.

Responsibilities

• Provide administrative support to multiple Area Sales Directors within the Sales department
• Calendar & meeting management coordinate internal and external meetings, including staff meetings, executive briefings, all-hands meetings, QBR, and off-site meetings and events. Assist with food orders, meeting needs, and proactively manage calendar requests and conflicts
• Interview preparation, such as providing resumes and appropriate materials in a timely manner ahead of meetings and interviews
• Handle all travel (flight, hotel, car) arrangements for domestic and international travel
• Expense management duties, which include submitting expense reports and receipts in a timely manner
• Provide administrative support to multiple Area Sales Directors [TK1] within the Sales department
• Calendar & meeting management coordinate internal and external meetings, including staff meetings, executive briefings, all-hands meetings, QBR, and off-site meetings and events. Assist with food orders, meeting needs, and proactively manage calendar requests and conflicts
• Interview preparation, such as providing resumes and appropriate materials in a timely manner ahead of meetings and interviews
• Handle all travel (flight, hotel, car) arrangements for domestic and international travel
• Expense management duties, which include submitting expense reports and receipts in a timely manner
• Provide onboarding support for new hires, assist with cubicle assignments, equipment requests, onboarding meeting scheduling, and being a point of contact for new hire
• Provide onboarding support for new vendors and agencies when needed, ensuring they have the proper access and documents/enablement required to get them up and running
• Assist with project work as necessary to support each teams goals

Education, Experience & Skills Requirements

• 4+ years of administrative assistant experience
• Supporting Sales team experience preferred, not required
• Proactive, one step ahead work ethic, attitude, and approach
• Able to multi-task and juggle multiple calendars, teams, and requests
• Ability to drive schedules and agendas with a more profound understanding of the context
• Solid teamwork and interpersonal skills, with a desire to offer suggestions and improvements; superior communication skills with the ability to work across all levels, internally and externally High level of confidentiality, discernment, and judgment
• Desire to grow and take on your projects and work under pressure while consistently meeting deadlines
• Generally IT savvy
• Experience working with all levels of management, employees, vendors, and customers
• Ability to travel occasionally to provide support at events/conferences
• Experience with MS Office applications, including Outlook, Word, PowerPoint, SharePoint, and Excel

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