Executive Assistant – San Jose, CA

Full-Time, Non-Exempt

Job Summary

This is a very visible position that requires extensive experience supporting multiple C-level Executives.  This person will be responsible for heavy calendaring and scheduling of meetings, travel, conferences, etc. Must be an expert with Outlook, Microsoft Word, Excel and PowerPoint. Will be responsible for developing presentations, letters and correspondence. Excellent attention to detail, outstanding communication skills, and professional demeanor are all required. Will perform skilled administrative and high level support services for several Executive-level managers.  

Job Responsibilities

·         Acts as liaison between Executives and all levels of organization, Board, customers, etc.

·         Develop and edit communication notices and presentations.

·         Organize and plan for executive meetings: arrange audio/video conference; take minutes during meetings, type minutes, distribute minutes to staff, work with other managers to prepare and manage agendas, keep log of action items and follow up, and set up/clean up conference room.

·         Compose correspondence, memorandums, electronic mail and other documents.

·         Make complex, international travel arrangements. Look for alternative travel paths; maintain/utilize frequent flyer accounts, process expense reports, etc.   

·         Update and distribute org charts, lists, rosters and other informational documents as needed.

·         Assist with writing and revising various policies, procedures, plans and processes, including keeping desk instructions updated for the Executive Assistant position. 

·         Assist Executives daily: receive and return phone calls and handle as appropriate; fax and mail letters and other documents; coordinate and schedule appointments and meetings; receive daily mail, sort and distribute properly; make copies of meeting material; organize documents and maintain good records.  

·         Maintain office and kitchen supply inventory.

·         Act as backup to other Executive Assistants; work as member of the Team.

·         Additional duties as assigned.

·         May include occasional evening or weekend work.

Requirements

·         Maintains confidentiality at all times.

·         Prioritizes tasks and meets deadlines with minimal supervision.

·         Experienced in taking minutes, scheduling appointments and meetings and making complex, international travel arrangements.

·         Excellent interpersonal and customer service skills.  Positive and responsive attitude.  Problem solver.

·         Excellent organizational and planning skills with attention to detail.

·         Excellent grammar, spelling and proofreading skills.

·         Assertive - takes control in crisis situations.

·         Communicates with respect.  Adjusts communication to level of audience.  Communicates openly and directly.  Responds professionally.

·         Understands authority and who needs to be involved in decision making; seeks appropriate approvals.

·         Ability to work effectively with a variety of different people and at all levels of organization.  Creates win-win solutions.  Team player.

·         Ability to work efficiently and handle multiple projects and tasks concurrently.

·         Thinks ahead, minimizing potential problems.  Proactive in identifying areas to improve.

·         Ability to handle highly confidential and technical material.

·         Takes initiative to learn new systems and stay current in area of expertise.

Additional Requirements

·         Expert computer skills – Outlook and Microsoft Office applications, E-mail, Internet.

·         Knowledge of office methods, procedures, practices, equipment.

·         High school graduate with at least 2 years of college level courses expected.  AA or BA/BS preferred.

·         MUST have 5-10 years experience supporting C-level executives.