Administrative Assistant, Staff|13509 Administrative Assistant, Staff|13509 - eTeam Inc.
San Diego, CA 92121
About the Job
Job Title: Administrative Assistant
Location: San Diego CA
Duration: 8+ months
Job Description:
Top 5 Required Skills
1. 7+ years experience in an Administrative Assistant Role to Executive Leadership
2. 2+ years of work experience in a role requiring interaction with upper management
3. Expert knowledge of Outlook, Teams, Word, Excel & PowerPoint
4. Demonstrated expertise in writing and verbal communications suitable for executive-level interactions.
5. Experience managing calendars, expense reports and travel for Vice President and Sr. Directors.
Technologies:
Microsoft Office Suite
Required Education:.
Bachelor's degree and 2+ years of Administrative Assistant or related work experience.
OR
Associate's degree and 4+ years of Administrative Assistant or related work experience.
OR
High School Diploma or equivalent and 6+ years of Administrative Assistant or related work experience.
Job Description:
We re looking for a seasoned Executive Assistant to support two teams at ***, the Marcom team (responsible for campaigns, brand, digital marketing and media, and production) and the Operations team (responsible for strategic planning, budgets, culture, and organizational optimization).
The ideal candidate is responsive and experienced in managing multiple stakeholders and responsibilities simultaneously with efficiency, calm, and confidence. She/he is a seasoned self-starter, adept at working in a fast-paced environment, meeting deadlines, being proactive, executing flawlessly, and following through, with detail orientation and a can-do attitude. We need someone with a track record of problem-solving, effective communication, and ability to build professional working relationships and engagements both internally and externally. Strong knowledge and experience with Outlook, Teams, Word, Excel & PowerPoint applications are key. Must be able to maintain a high level of confidentiality.
" Manage daily calendars, partnering closely with other admins and their leaders for calendar management
" Prepare complex global travel arrangements and completing travel expenses. Previous experience negotiating and preparing daily agendas, travel, and transportation schedules required
" Act as the contact between the executives and internal/external clients
" Be a go-to person for extended staff for team communication sessions, QBRs and other team activities
" Coordination of team rewards and recognition and internal communication meetings.
" Facilitate large group meetings and team events cross functional and within team
" Maintain professional, collaborative working relationships amongst, internal teams administrative exec staff members, as well as any external customers
" Maintain discretion of highly confidential information
" Work on problems of diverse scope and complexity
" Operate proactively with little oversight or detailed instructions to perform required responsibilities
" Position requires ability to work flexible work hours as needed
" Provide back-up admin support on occasion
" Respond to inquiries from company executives, internal stakeholders, and external contacts promptly
" Manage ordering of office supplies and basic office needs for the organization
Calendars/Scheduling/Contacts
" Manage two senior leader calendars and appointments, resolve scheduling conflicts coordinate with attendees
" Supports other key team leaders with calendars, expense reports
" Organize and coordinate internal and external meetings; manage detailed logistics as necessary
Support Activities
" Organize team events or luncheons, including budgeting, vendor selection, and vendor management
" Attend meetings as needed to participate in topics, capture clear action items, and publish notes
" Manage shipment and receiving of regular business items and for events in support of the organization
" Assist with internal/external event support, including shipping and receiving, travel, and other admin event support as needed
Travel and Expenses
" Create travel plans and daily travel itineraries of meetings, choose travel accommodations in adherence to company travel policy and in consideration of the department budget
" Manage expense reporting process for the Vice President and Sr Directors and help to obtain foreign visas and other travel document requirements
" Review Vice President and Sr. Director corporate cards regularly and support closing and gaps or issues discovered.
Location: San Diego CA
Duration: 8+ months
Job Description:
Top 5 Required Skills
1. 7+ years experience in an Administrative Assistant Role to Executive Leadership
2. 2+ years of work experience in a role requiring interaction with upper management
3. Expert knowledge of Outlook, Teams, Word, Excel & PowerPoint
4. Demonstrated expertise in writing and verbal communications suitable for executive-level interactions.
5. Experience managing calendars, expense reports and travel for Vice President and Sr. Directors.
Technologies:
Microsoft Office Suite
Required Education:.
Bachelor's degree and 2+ years of Administrative Assistant or related work experience.
OR
Associate's degree and 4+ years of Administrative Assistant or related work experience.
OR
High School Diploma or equivalent and 6+ years of Administrative Assistant or related work experience.
Job Description:
We re looking for a seasoned Executive Assistant to support two teams at ***, the Marcom team (responsible for campaigns, brand, digital marketing and media, and production) and the Operations team (responsible for strategic planning, budgets, culture, and organizational optimization).
The ideal candidate is responsive and experienced in managing multiple stakeholders and responsibilities simultaneously with efficiency, calm, and confidence. She/he is a seasoned self-starter, adept at working in a fast-paced environment, meeting deadlines, being proactive, executing flawlessly, and following through, with detail orientation and a can-do attitude. We need someone with a track record of problem-solving, effective communication, and ability to build professional working relationships and engagements both internally and externally. Strong knowledge and experience with Outlook, Teams, Word, Excel & PowerPoint applications are key. Must be able to maintain a high level of confidentiality.
" Manage daily calendars, partnering closely with other admins and their leaders for calendar management
" Prepare complex global travel arrangements and completing travel expenses. Previous experience negotiating and preparing daily agendas, travel, and transportation schedules required
" Act as the contact between the executives and internal/external clients
" Be a go-to person for extended staff for team communication sessions, QBRs and other team activities
" Coordination of team rewards and recognition and internal communication meetings.
" Facilitate large group meetings and team events cross functional and within team
" Maintain professional, collaborative working relationships amongst, internal teams administrative exec staff members, as well as any external customers
" Maintain discretion of highly confidential information
" Work on problems of diverse scope and complexity
" Operate proactively with little oversight or detailed instructions to perform required responsibilities
" Position requires ability to work flexible work hours as needed
" Provide back-up admin support on occasion
" Respond to inquiries from company executives, internal stakeholders, and external contacts promptly
" Manage ordering of office supplies and basic office needs for the organization
Calendars/Scheduling/Contacts
" Manage two senior leader calendars and appointments, resolve scheduling conflicts coordinate with attendees
" Supports other key team leaders with calendars, expense reports
" Organize and coordinate internal and external meetings; manage detailed logistics as necessary
Support Activities
" Organize team events or luncheons, including budgeting, vendor selection, and vendor management
" Attend meetings as needed to participate in topics, capture clear action items, and publish notes
" Manage shipment and receiving of regular business items and for events in support of the organization
" Assist with internal/external event support, including shipping and receiving, travel, and other admin event support as needed
Travel and Expenses
" Create travel plans and daily travel itineraries of meetings, choose travel accommodations in adherence to company travel policy and in consideration of the department budget
" Manage expense reporting process for the Vice President and Sr Directors and help to obtain foreign visas and other travel document requirements
" Review Vice President and Sr. Director corporate cards regularly and support closing and gaps or issues discovered.
Source : eTeam Inc.