Executive Administrative and Special Projects Assistant - The Ashlar Group

Client - Major Financial Firm
Role - Executive Administrative and Special Projects Assistant
Rate - $31.71/HR on W2 (OT past 8 hours a day = $47.57/HR)
Duration - 12 Month Assignment (possible extension)
¿Location - Palo Alto, CA


Role Description:

The Executive Administrative and Special Projects Assistant will be a proactive and extremely organized individual who will provide comprehensive support services, including administrative assistance, event management, and communications assistance for Client Ventures in Palo Alto, CA.

This role reports to and supports (3) Client Ventures Managing Directors. The ideal candidate has demonstrated experience wearing multiple hats, including:

Administrative Support:

• Manage complicated and constantly changing calendars, coordinating schedules with internal and external groups across time zones and managing (3) Senior Executives' calendars in Microsoft Outlook
• Plug into team priorities in order to make sure daily needs are met
• Coordinate all travel, transportation, and technology (audio and video conference) required to support schedule
• Collaborate with other executive assistants in the San Francisco, New York and London offices to schedule group meetings, and ensure great communication flow between teams in multiple offices
• Prepare, reconcile, and track team expense reports through T&E system
• Answer main line and transfer calls appropriately
• Keep the pulse of the office and identify opportunities for more efficient operations

Meeting Master:

• Produce agendas that support weekly recurring meetings collecting topics and supporting materials on a weekly basis, distribute weekly agenda, communicate next steps coming out of weekly meeting to the appropriate staff member follow up with stakeholders as needed
• Coordinate with meeting presenters to ensure readiness of materials, and compile/produce/distribute agendas and supporting materials consistently
• For larger group meetings or events in the Palo Alto office, serve as the end-to-end event coordinator and communicator, managing all logistics of event planning and execution, which could include briefing documents, invites, nametags, furniture setup, food/beverage setup, audio/visual setup for presentations, production of agenda and other event material/collateral required for the event
• Support other business routines of meeting types that could include weekly staff meetings, Client Ventures leadership meetings, monthly Town Hall meetings and team-wide events, quarterly review meetings, annual team off sites and team-building or employee-engagement related initiatives, etc.

Document Developer:

• Provide support in the development of internal communications as well as executive communications related to weekly, monthly and quarterly meetings
• Support management of a repository of communications assets, including articles, speeches, memos, etc.
• Support creation of presentations / decks (in PowerPoint) and project trackers (in Excel) for senior management

Project RockStar:

• On an ad hoc basis, manage special projects and provide project support based on the needs of the Client Ventures leadership team
• Track status of key project milestones, communicating with action item owners to get updates and understand risks and status
• Interface with resources across Client to support ad hoc team projects, including but not limited to Tech Support, Facilities, Global Event Management, etc.

Requirements and Other:

• College degree preferred
• 2+ years' Executive Administrative Assistant experience in a high tech or fast paced office, prior Client experience preferred
• Demonstrated ability to manage multiple projects with competing priorities and deadlines in a fast-paced environment.
• Excellent attention to detail and ability to maintain high accuracy a must.
• Ability to solve problems, to think and work efficiently/ effectively on one's own
• Excellent prioritization and organizational skills, and ability to anticipate needs
• Effective and courteous verbal and written communication skills, including ability to understand complex topics and easily convey to diverse audiences
• Microsoft Office skills (Word, Excel, PowerPoint, Outlook, etc.)
• Experience with Concur expense management system desired
• Handling sensitive communications and information with great confidentiality
• Enjoy collaborating and commingling with people from a wide variety of cultures and backgrounds and communicate easily using whatever medium is required
• Proactive and have excellent follow up
• Interest in innovation a plus!