Executive Assistant
We are looking for an Exceptional Executive Assistant to work at the Company’s executive office in Newark, California.
The Executive Assistant role is a position that requires the ability to interact in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. Ability to learn, retain and understand the company’s corporate structures are important to provide the level of support and knowledge necessary to complete daily tasks. This position will have a variety of responsibilities and requires the ability to work effectively within a team environment, takes initiative, and is extremely self-motivated. The ability to build and maintain strong relationships throughout the organization will be critical. This individual needs to enjoy the administrative challenges of supporting a diverse group and can work effectively in a multi-task environment that requires strong organization and communication skills, with focus and attention to detail.
The Role:
- Schedule meetings for the C-level Executive and other members of management, including issuing invitations, scheduling conference rooms, assembling background materials, preparing agendas, recording action items, and organizing any necessary catering
- Assist with creating and modifying PowerPoint presentations
- Compose and edit a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy and completeness
- Manage correspondence between departments
- Prepare and submit expense reports
- Ability to manage sensitive and confidential information; high degree of discretion and professional acumen
- Coordinate internal and external meetings, conferences, and teleconferences including various lunch meetings and training sessions. Host on-site meetings with dignitaries and investors.
- Coordinate and manage Senior Executives challenging calendars, and maintain Outlook contact files
- Manage travel arrangements for the team
- Plan and host meetings and visits from dignitaries and investors
- File and retrieve documents and reference materials
- Work effectively with other Executive Assistants and support the team when necessary to streamline departmental workflow and communications
- Assist with tracking and reporting of various departmental expenses, and code invoices for approval and signature
- Operate in a proficient manner, anticipating matters at hand and initiating action without requiring direction or supervision
- Effectively prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
- Perform various administrative functions including filing, copying, faxing, etc.
- Maintain strict confidentiality in performing all duties
Qualifications:
- BA required, financial background an asset.
- 5 plus years of administrative assistant experience.
- Experience working for a public company preferred.
- Ability to accurately solve problems and exceptional proficiency in data management
- Ability to establish and maintain effective working relationships with employees, supervisors, Board members, suppliers and all visitors to the organization.
- Ability to complete multiple, diverse tasks of differing priorities
- Comfort around higher management
- Excellent interpersonal, verbal and written communication skills
- Professional writing skills which reflect correct grammar, spelling, punctuation, composition, quality, and fluent vocabulary
- Demonstrated ability to professionally deal with unexpected demands and incidents, and to professionally and tactfully interact with all levels within the organization
- Ability to anticipate approaching problems and establish strategic plans for future success
- Ability to perform tasks and achieve results with a high degree of accuracy and precision
- Excellent team-building skills, fostering a cooperative work environment
- Effective time management and decision making skills
- Outstanding administrative, organizational, and calendar management skills
- Ability to maintain security and confidentiality of information, demonstrating discretion, professionalism, personal ownership, and attention to detail
- Effectively operate with a sense of urgency and demonstrate the ability to meet deadlines and work intensely until projects and duties are complete
- Ability to process information with speed and accuracy
- Proficient use of Microsoft Office programs including Word, Office, Outlook, PowerPoint
- Authorized to work for any employer in the United States
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