Job Description

Executive Administrative Assistant - will require on site interview

ONLY SELF W2 CANDIDATES - NO C2C - NO 3rd PARTY Candidates

Short term Contract - 4-6 months (filling in for employee on leave)

Location : Fremont, CA. (3 days a week on site)

Pay range : $35-40/hr. based on experience

Qualifications:

• Preferred 5+ years of experience as an Executive Administrative Assistant.
• Arranging frequent International Executive travel
• Strong analytical, organizational and project management skills.
• Ability to meet deadlines with great accuracy and attention to detail.
• Excellent interpersonal and communication skills, both verbal and written.
• Proactive with ability to multi-task and take on additional projects with changing priorities.
• Advanced Microsoft Office Suite skills, especially Excel and Outlook.
• Comfortable speaking with members from various departments including upper management (CXO) and vendors.
• Ability to work closely with the rest of the EA team during times of high workload and provide support as appropriate.
• Ability to handle highly confidential information with discretion.

Responsibilities:

• Extensive global diary management.
• Coordination of international travel arrangements.
• Assist with the preparation of meeting agendas, reports, presentations, and correspondence, considering the target audience, adapting style and communication method accordingly.
• Dealing with both personal and business administration such as updating spreadsheets, proofreading presentations, and compiling reports.
• Preparing documentation for meetings and minute taking.
• Dealing with internal and external stakeholders regarding senior management matters.
• Working within a tight budget and time constraints.
• Handle highly confidential and sensitive information.
• Manage customer visits and demonstrate flexibility in shift scheduling.
• Operate from the office.
• Capable of organizing the day to accommodate meetings from both India and the USA.

Additional Duties:

• Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of functions and procedures of the company, with a working understanding of functions and procedures of other departments.
• Handling routine-to-difficult matters independently, providing information as appropriate, or routing calls to appropriate department.
• Responds to inquiries and convey technical and/or other information about programs and services. Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to the appropriate administrator.
• Organizes, balances, prioritizes, and performs administrative support duties, anticipating calendar events and cycles. Establishes and works within timelines for projects, activities and required submissions.
• Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines making assignments to other staff as needed.
• Takes notes and transcribes proceedings, as required. Types from rough drafts or verbal instructions a variety of materials such as, memoranda, reports, and statistical data. Independently composes original correspondence on routine department matters.
• Prepares meeting agenda items, reviews presentations and announcements used by and / or provided by the department.
• Process contract documents and sets up internal routines for monitoring and performance.
• Schedules appointments and arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. Schedules executive travel (hotel, conference, air) reservations as directed.
• Performs special projects as assigned. Conducts research of business transactions, industry statistics and trends, etc., to compile reports for department.
• Receives, handles, and stores confidential, private, and sensitive information pertaining to the department, company, and executives.
• May attend departmental meetings.
• Perform expense report procedures for all executives.
• Performs other duties as assigned that support the overall objective of the position.

The estimated pay range for this position is USD $35.00/Hr - USD $40.00/Hr. Exact compensation and offers of employment are dependent on job-related knowledge, skills, experience, licenses or certifications, and location. We also offer comprehensive benefits. The Talent Acquisition Partner can share more details about compensation or benefits for the role during the interview process.

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