Administrative Assistant (Executive level) - KORE1 Technologies
Stanford, CA
About the Job
KORE1, a nationwide provider of staffing and recruiting solutions, has an immediate opening for an Administrative Assistant (Executive level) in Palo Alto, Ca.
EXECUTIVE ADMIN to C-Suite
Executive Assistant provide the full range of administrative assistance of considerable complexity, difficulty and sensitivity to Executive-level positions and independently plan, organize, and oversee the day-to-day activities of the Executive's Office.
Duties include:
• Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the executive accordingly; make decisions to page or contact the executive at off-site locations in critical situations; make referrals to appropriate administrative staff or provide requested information as appropriate.
• Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials based on instructions from the executive, agency activities, and the predetermined, ongoing priorities of the organization; resolve matters personally within parameters established by the executive, and forward materials to appropriate managers and staff for analysis and reply; follow up as required to ensure responses are timely and in conformance to established standards.
• Coordinate and facilitate the executive's calendar to schedule appointments and engagements; arrange conferences, meetings and hearings for commissions, boards, or other bodies; make travel, lodging and meeting room arrangements including public address systems, teleconferencing, refreshments, and other amenities; ensure agendas, background information, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of tapes, minutes or other media.
• Compose correspondence and prepare administrative reports and/or financial records, relying on a variety of source material; respond to requests for information regarding programs and activities; provide administrative data, and communicate the activities, views, and commitments of the executive.
• Compile publications, newsletters, or informational pamphlets; determine appropriate layout and design. Work with authors to prepare charts or graphics to ensure optimum quality of final reproduction. Coordinate printing and distribution.
• Review, proofread and edit documents prepared for the executive's signature; ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness or accuracy; ensure proper grammar, punctuation, spelling and usage as well as appropriate distribution and archiving.
• Control accounts of the office by approving and submitting bills for payment or verification; order and maintain necessary office supplies.
• Perform specialized administrative duties required to support the specific responsibilities of the executive, using discretion to make judgments based on operating guidelines; plan, organize, coordinate and oversee special projects and assignments (e.g., event planning/coordination, department-wide activities, etc.) relative to the organization as requested by the executive.
• Maintain current knowledge of issues, problems, situations and activities of special interest to the executive regarding the organization as a whole and its divisions and programs; monitor media coverage and alert the executive to new developments or articles of interest.
Minimum Qualifications
Education: High school diploma OR equivalent certificate (i.e., the California High School Proficiency Examination (CHSPE) or the General Educational Development (GED).
Experience: Five (5) years of related office administrative and/or secretarial experience, which must have included providing office support to management staff and administering or coordinating office services operations. Preference with previous high level executive support services
Knowledge, Skills and Abilities
• Knowledge of principles and practices of office management and organization.
• Knowledge of workflow, administrative processes, and operating procedures necessary to support the operations of an Executive office.
• Knowledge of and skill in advanced word processing, spreadsheet, email, presentation, and web content management software applications.
• Knowledge of English composition, spelling, grammar, and punctuation and basic mathematic principles.
• Proficiency in Microsoft Office Suite, including word processing, spreadsheet and presentation applications.
• Skill in interviewing inquirers, screening information, information control, consolidation and routing.
• Ability to implement a comprehensive administrative support program
• Ability to use discretion and independent judgment in evaluating information of a sensitive and confidential nature. Ability to understand the ramifications of actions taken and information processed.
• Ability to use tact in dealing with staff, stakeholders, and the public and to maintain effective working relations and communications with others.
• Ability to independently prepare complete and concise reports and correspondence.
• Ability to effectively coordinate, perform, and complete multiple duties and assignments concurrently and in a timely manner. Ability to plan, direct, coordinate, and evaluate the work of others.
Working Conditions
• Incumbents may be required to work at a desk or other work station for prolonged periods; constant attention to detail is required.
• Ability to concentrate with frequent interruptions and general office noise is required.
• Incumbents may be required to travel to various work locations.
Executive Assistant provide the full range of administrative assistance of considerable complexity, difficulty and sensitivity to Executive-level positions and independently plan, organize, and oversee the day-to-day activities of the Executive's Office.
Duties include:
• Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the executive accordingly; make decisions to page or contact the executive at off-site locations in critical situations; make referrals to appropriate administrative staff or provide requested information as appropriate.
• Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials based on instructions from the executive, agency activities, and the predetermined, ongoing priorities of the organization; resolve matters personally within parameters established by the executive, and forward materials to appropriate managers and staff for analysis and reply; follow up as required to ensure responses are timely and in conformance to established standards.
• Coordinate and facilitate the executive's calendar to schedule appointments and engagements; arrange conferences, meetings and hearings for commissions, boards, or other bodies; make travel, lodging and meeting room arrangements including public address systems, teleconferencing, refreshments, and other amenities; ensure agendas, background information, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of tapes, minutes or other media.
• Compose correspondence and prepare administrative reports and/or financial records, relying on a variety of source material; respond to requests for information regarding programs and activities; provide administrative data, and communicate the activities, views, and commitments of the executive.
• Compile publications, newsletters, or informational pamphlets; determine appropriate layout and design. Work with authors to prepare charts or graphics to ensure optimum quality of final reproduction. Coordinate printing and distribution.
• Review, proofread and edit documents prepared for the executive's signature; ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness or accuracy; ensure proper grammar, punctuation, spelling and usage as well as appropriate distribution and archiving.
• Control accounts of the office by approving and submitting bills for payment or verification; order and maintain necessary office supplies.
• Perform specialized administrative duties required to support the specific responsibilities of the executive, using discretion to make judgments based on operating guidelines; plan, organize, coordinate and oversee special projects and assignments (e.g., event planning/coordination, department-wide activities, etc.) relative to the organization as requested by the executive.
• Maintain current knowledge of issues, problems, situations and activities of special interest to the executive regarding the organization as a whole and its divisions and programs; monitor media coverage and alert the executive to new developments or articles of interest.
Minimum Qualifications
Education: High school diploma OR equivalent certificate (i.e., the California High School Proficiency Examination (CHSPE) or the General Educational Development (GED).
Experience: Five (5) years of related office administrative and/or secretarial experience, which must have included providing office support to management staff and administering or coordinating office services operations. Preference with previous high level executive support services
Knowledge, Skills and Abilities
• Knowledge of principles and practices of office management and organization.
• Knowledge of workflow, administrative processes, and operating procedures necessary to support the operations of an Executive office.
• Knowledge of and skill in advanced word processing, spreadsheet, email, presentation, and web content management software applications.
• Knowledge of English composition, spelling, grammar, and punctuation and basic mathematic principles.
• Proficiency in Microsoft Office Suite, including word processing, spreadsheet and presentation applications.
• Skill in interviewing inquirers, screening information, information control, consolidation and routing.
• Ability to implement a comprehensive administrative support program
• Ability to use discretion and independent judgment in evaluating information of a sensitive and confidential nature. Ability to understand the ramifications of actions taken and information processed.
• Ability to use tact in dealing with staff, stakeholders, and the public and to maintain effective working relations and communications with others.
• Ability to independently prepare complete and concise reports and correspondence.
• Ability to effectively coordinate, perform, and complete multiple duties and assignments concurrently and in a timely manner. Ability to plan, direct, coordinate, and evaluate the work of others.
Working Conditions
• Incumbents may be required to work at a desk or other work station for prolonged periods; constant attention to detail is required.
• Ability to concentrate with frequent interruptions and general office noise is required.
• Incumbents may be required to travel to various work locations.
ABOUT KORE1
Specializing in professional and technical recruiting, KORE1 is committed to supporting top IT, Engineering, Creative, Scientific, Accounting and Finance professionals in their career paths. We build deep relationships with leading companies, connecting them to exceptional talent every day. With extensive industry expertise and unmatched opportunities, our goal is to provide a unique experience for our contractors and consultants as they prepare for their next role. We are passionate about matching the right people with the right companies.
Specializing in professional and technical recruiting, KORE1 is committed to supporting top IT, Engineering, Creative, Scientific, Accounting and Finance professionals in their career paths. We build deep relationships with leading companies, connecting them to exceptional talent every day. With extensive industry expertise and unmatched opportunities, our goal is to provide a unique experience for our contractors and consultants as they prepare for their next role. We are passionate about matching the right people with the right companies.
Kore1 provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Kore1 complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Kore1 expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Kore1's employees to perform their job duties may result in discipline up to and including discharge.
Source : KORE1 Technologies