Hybrid Executive Assistant - Ultimate Staffing Services

Are you an organizational wizard with a knack for multitasking? Do you thrive in fast-paced environments and love being the right hand to top executives? If so, we have the perfect opportunity for you!

Position: Executive Assistant

Location: San Jose, CA

Payrate: $30-35

Length: 12 mns+

Role and Responsibilities:

Administrative Support:

• Provide administrative support to HR Staff Team.
• Take ownership of HR Staff calendars utilizing discretion and judgment to manage with limited need for direction.
• Manage flow of information on topics, including using judgment to determine the proper course of action and involving appropriate individuals or delegates as appropriate.
• Plan and manage complex domestic and international business travel including Visa preparation where required, and may assist other team members as required, and complete all expense reports in accurate/timely manner upon return.
• Coordinate, manage and support internal meetings as well as off-site meeting requirements including researching external venue options and making related catering recommendations.
• Assist in scheduling and organizing meetings and departmental activities for executives visiting the region.
• Manage and support general office coordination by preparing appropriate responses to correspondence containing routine inquiries; customers, vendors and other guests; screening of telephone calls, mail and miscellaneous requests.
• Ordering of office supplies
• Assist with processing of payments to third party vendors (Purchase Orders).
• Serve as point of contact and day-to-day support of approximately 100+ team members of diverse teams (i.e., C&B, POE, SPO, TN, ER&I, BP) including ordering supplies, general meeting support, guidance with respect to procedures, management of PO/Invoice process, etc.
• Update and chase delegated tasks and action items to ensure progress to deadlines.
• Team up with regional administrative staff members to develop enhanced rapport and cooperation across all divisional functions. Participate in Learning Community webinars and in admin teambuilding activities as scheduled.
• Learn and abide by the Code of Ethics and Code of Conduct. Demonstrate honesty, integrity, and professionalism in all communications, actions and decisions.

All qualified applicants will receive consideration for employment without regard torace, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.