Executive Administrator - Ursus, Inc.
San Jose, CA 95134
About the Job
JOB TITLE: Executive Administrator
LOCATION: San Jose, CA - HYBRID
DURATION: 1 year
PAY RANGE: $40-$45/hr
COMPANY:
Our client, a multinational electronics company is recruiting for a Executive Administrator. If you meet the qualifications listed, please Apply Now!
Description:
" Provide administrative support to the Executives and assigned Department Heads
" Facilitate internal and external communication; Produce or edit presentations, documents and spreadsheets for the Executives
" Be involved in other aspects of the team's functions such as collecting and tracking documents as needed
" Proactive calendar management, scheduling meetings/calls for internal and external participants, manage conflicts and work with Administrative staff to coordinate scheduling for Senior Leaders and necessary attendants
" Scheduling meetings and conference rooms in the Meeting Room Booking System (MRBS)
Assist Finance & Legal
" Work with SARC/ACL finance with budget needs for special events, purchases, & outings
" Work with SAS's AP, AR, Finance teams etc.
" Any necessary / approved requests made
Assist Facilities
" Procurement and distribution of office supplies
" Maintain office supply / Printer stations
Assist Human Resources
" Working with recruiters by creating interview schedules for candidates
" Finding conference rooms for interviews
" Scheduling interview time on employees Knox (mySingle/PIMS) and Outlook calendars as needed
" Assist with corporate credit card request
" Update and maintain information and documentation on Admin Page on Sharepoint
" Create and share process documentation as needed
" Demonstrate SARC/ACL culture as a representative of the team by developing and maintain strong working relationships with other employees, contractors, vendors, and guests
" Management of "mailman email groups as assigned
Expenses
" Manage expense reports for Executives and other assigned DH's
" Track and file expense receipts
" Train employees as needed on how to submit expenses in GERP
" Purchase Orders, Invoices, & preferred vendor submission
" Learn to use our JIRA system to submit these request
Travel
" Plan and process travel arrangements
" Prepare and process travel expense reports and submissions for Executives and assigned Client
" Submit TR/Ta in GERP
" Expense Trip receipts
" Book car services when necessary
" Submit global roaming for corporate cell phones when traveling internationally
Meetings & Events
" Manage, collaborate and coordinate team or campus events as necessary, including but not limited to
" Coordinate catering/deliveries for team meetings, breakfast, lunches etc. as approved/requested by manager and up
" All hands meeting
Requirements:
" 6-10 years of experience supporting department head-level executives in heavily matrixed organizations
IND 123
LOCATION: San Jose, CA - HYBRID
DURATION: 1 year
PAY RANGE: $40-$45/hr
COMPANY:
Our client, a multinational electronics company is recruiting for a Executive Administrator. If you meet the qualifications listed, please Apply Now!
Description:
" Provide administrative support to the Executives and assigned Department Heads
" Facilitate internal and external communication; Produce or edit presentations, documents and spreadsheets for the Executives
" Be involved in other aspects of the team's functions such as collecting and tracking documents as needed
" Proactive calendar management, scheduling meetings/calls for internal and external participants, manage conflicts and work with Administrative staff to coordinate scheduling for Senior Leaders and necessary attendants
" Scheduling meetings and conference rooms in the Meeting Room Booking System (MRBS)
Assist Finance & Legal
" Work with SARC/ACL finance with budget needs for special events, purchases, & outings
" Work with SAS's AP, AR, Finance teams etc.
" Any necessary / approved requests made
Assist Facilities
" Procurement and distribution of office supplies
" Maintain office supply / Printer stations
Assist Human Resources
" Working with recruiters by creating interview schedules for candidates
" Finding conference rooms for interviews
" Scheduling interview time on employees Knox (mySingle/PIMS) and Outlook calendars as needed
" Assist with corporate credit card request
" Update and maintain information and documentation on Admin Page on Sharepoint
" Create and share process documentation as needed
" Demonstrate SARC/ACL culture as a representative of the team by developing and maintain strong working relationships with other employees, contractors, vendors, and guests
" Management of "mailman email groups as assigned
Expenses
" Manage expense reports for Executives and other assigned DH's
" Track and file expense receipts
" Train employees as needed on how to submit expenses in GERP
" Purchase Orders, Invoices, & preferred vendor submission
" Learn to use our JIRA system to submit these request
Travel
" Plan and process travel arrangements
" Prepare and process travel expense reports and submissions for Executives and assigned Client
" Submit TR/Ta in GERP
" Expense Trip receipts
" Book car services when necessary
" Submit global roaming for corporate cell phones when traveling internationally
Meetings & Events
" Manage, collaborate and coordinate team or campus events as necessary, including but not limited to
" Coordinate catering/deliveries for team meetings, breakfast, lunches etc. as approved/requested by manager and up
" All hands meeting
Requirements:
" 6-10 years of experience supporting department head-level executives in heavily matrixed organizations
IND 123
Source : Ursus, Inc.