Executive Assistant, Senior at Rose International

Required Qualifications:
•High School Diploma OR equivalent
•3 years of executive administrative support experience
•Software / Office Applications: Good working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search

Desired Qualifications:
•Secondary education (some college or professional certification) demonstrating advanced reading, writing and communications skills
•4 years working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search
•May also require experience and knowledge with Client applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint

Soft Skills Required:
•Motivated, self-starter, eager to master new skills – Can contribute with little direction
•Communication and interpersonal skills that reflect a high degree of professionalism
•Organization and planning skills
•Attention to detail
•Analytical thinking
•Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
•Flexible and open to change
•Resourcefulness
•Ability to use discretion and judgment in dealing with sensitive and confidential information
•Political and organizational savvy
•Ability to foster teamwork, collaborative environment

Additional Information:
•Client will provide laptop and PPE (when needed)
•With prior HM approval, can expense for mileage, food, and Lodging while traveling outside of Oakland. can also reimburse for cellphone at a set rate every month

Travel:
•Travel can be to anywhere in our service territory
•25-40% travel

SENIOR EXECUTIVE ASSISTANT ROLE AND RESPONSIBILITIES:

Calendaring, Scheduling & Meeting Logistics:
•Manage & prioritize calendar
•Arrange ongoing/recurring as well as ad hoc meetings & conference calls
•Schedule conference rooms, set up audiovisual or on-line meeting tools and events
•Coordinate & ensure meeting logistics are in place. Reschedule appointments
•May greet and escort parties to scheduled meetings

Written & Oral Correspondence:
•Compose, proofread, edit & format written correspondence, agendas, and documents for signature
•Assist with phones, phone screening, oral contacts & communications, take phone messages
•Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported)
•May monitor, sort and prioritize emails for the leaders, and use discretion and business judgment to respond directly or to forward to team members for response

Refer / Delegate / Track Questions, Actions & Issues:
•Refer or delegate business issues or questions to others for resolution on behalf of leader or team
•Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on status

Documentation, Records Management & Filing:
•Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials
•Process, distribute mail. May assist or coordinate maintaining information on intranet site
•Maintain a records management system, including efficient filing system, document storage

Coordinate Travel & Events:
•Handle all travel related aspects for individuals and groups
•Arranging conference facilities, catering
•Managing logistics for travel, group and events arrangements
•Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines

Office Supplies & Equipment Ordering:
•Order & maintain an inventory of items required
•Order new equipment or schedule, service / maintenance
•Order supplies
•Manage mail to ensure timely delivery, especially correspondence from regulatory agencies
•Timely reconciliation of expense reports with adherence to expense report policy
•Manage commercial card usage and timely reconciliation of statements
•Will include credit card administration
•Will maintain subscriptions, and memberships
•May process and track check & wire transfer requests
•May prepare and distribute invoices, requests for payment

HR, Safety, Compliance Training, Building & Asset Related Tasks:
•Handle HR related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order LAN ID and assets for new hires
•Monitor & track staff participation in required training, reading or action including safety and compliance
•Complete building services requests
•May coordinate office space planning
•Handle all aspects of new employee onboarding
•Actively participate in staff meetings with process and continuous improvement ideas including safety and budget reduction areas

Create Presentations:
•Create, assemble, modify, proofread presentations, spreadsheets, reports

Create Reports & Track Metrics:
•Manage data, metrics tracking and reporting, report creation and execution
•Monitor training status of department and provide to leaders
•Backup Other Administrative Assistants: Provide backup and support tother Executive Assistants as required, including travel to San Francisco General Office as needed

Benefits:

For information and details on employment benefits offered with this position, please visit here .Should you have any questions / concerns, please contact our HR Department via our secure website .

California Pay Equity:
For information and details on pay equity laws in California, please visit the State of California Department of Industrial Relations' website here.

Rose International is an Equal Opportunity Employer.All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender(expression or identity), national origin, arrest and conviction records, disability, veteran status or any other characteristic protected by law.Positions located in San Francisco and Los Angeles, California will be administered in accordance with their respective Fair Chance Ordinances.

If you need assistance in completing this application, or during any phase of the application, interview, hiring, or employment process, whether due to a disability or otherwise, please contact our HR Department.

Rose International has an official agreement (ID #132522), effective June 30, 2008, with the U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Verification Program (E-Verify). (Posting required by OCGA 13/10-91.).