Executive Administrative Assistant - Beacon Hill

Beacon Hill's client, a real estate company, is seeking an Executive Administrative Assistant to support their Chief Investment Officer and, eventually, the Senior VP of Regional Development. The role will involve managing daily administrative operations, including full-scale calendar management and scheduling, meeting preparation and follow-up, travel coordination, and project coordination. The ideal candidate must possess superb judgment, communication, organizational, and multitasking skills.

This position requires someone extremely detail-oriented, particularly in managing invoices that need to be coded and processed. The Executive Assistant will also handle extensive travel arrangements for the C-Suite, including booking TSA Pre-Check flights, hotels, and rental cars. Familiarity with Concur and proficiency with the Microsoft Office Suite, especially Outlook, as they will be accepting calendar invites on the CIO's behalf.

• Location

  Onsite, San Jose, CA 95128. Parking is provided.

  
  

• Start

  ASAP

  
  

• Duration

  open-ended with the possibility of converting to a permanent position

  
  

• Hours

  Monday-Friday, 8 AM-5 PM or 8:30 AM-5:30 PM (1-hour lunch)

  
  

• Hourly pay

  $40-$42, depending on experience

  
  

Qualifications:

• 5+ years' experience providing support at the Executive level or above and related teams
• Bachelor's degree preferred or related experience
• Intermediate to advanced skill level in the Microsoft Office Suite; high level of proficiency in PowerPoint required
• Outstanding interpersonal, written, and verbal communication skills
• Proven ability to work in a fast-paced environment handling multiple tasks at any given time
• Excellent follow-up and follow-through skills with the demonstrated ability to effectively prioritize, manage time, and deliver deadlines
• Ability to coordinate and prioritize a number of projects and consistently apply good judgment and make good and responsible decisions
• Ability to work in office five days a week
• Ability to maintain the highest degree of confidentiality regarding all aspects of work at all times
• Highly professional and detail-oriented with successful problem-solving and creative thinking experience
• Proactive in solving problems and open to taking on more responsibility
• Ability to work flexible and long hours, as needed
• Notary Public, a plus

Responsibilities:

• Provide administrative and project support to include:
• Proactively schedule and prepare for meetings. Attend and take minutes when required
• Draft, proofread, and/or edit documents, presentations, articles, and email correspondence, as requested
• Create expert-level PowerPoint presentations, as requested
• Prioritize and handle internal and external correspondence
• Prepare and follow up on expense reports in Concur and timesheets in ADP
• Manage and maintain daily and longer-term calendars
• Coordinate all travel arrangements to include scheduling special events or activities
• Interact with vendors on an ongoing and as-needed basis regarding submission of paperwork and payments
• Prepare and track contracts, change orders, purchase orders, Certificates of Insurance, check requests, and process invoices in Nexus
• Maintain project files including coding project paperwork for filing
• Coordinate work of department with other corporate departments as required
• Screen incoming calls and direct calls as required
• Assist other administrative support team members as necessary
• Other duties as assigned
  

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com

We look forward to working with you.

Beacon Hill. Employing the Future (TM)