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Administrative Assistant

Category:Contract
Location: San Jose, California 95134
Posted:Tue, November 01, 2016
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We are looking for a highly motivated, highly organized, super-skilled administrative assistant! This candidate will support 3 Directors for the organization. The main responsibilities of this AA will be to undertake all administrative requirements understanding the responsibilities and motivations of the organizations goals and objectives in order to complete tasks on their behalf. Uses discretion in handling details of a highly confidential and sensitive nature. Work requires initiative and independent judgment. Escalate issues to Directors, when appropriate. Prepares sensitive information for use in discussions and meetings within the organization and with outside individuals. The person hired into this role must be a team player who is proactive, cooperative, collaborative, flexible, identifies process improvement opportunities, loves to learn new skills and has a positive mindset. Models integrity, poise, high energy and a strong sense of urgency, acting as an extension of the leadership team. Seeks proactive and creative win/win alternatives for leader and key stakeholders constantly assessing changing priorities and complex schedules.


Work Style:

Excellent communication skills, both at the peer and executive level
Ability to multi-task and change direction quickly
Excellent organizational skills with high attention to detail
Proactive and self-motivated with an ability to take direction
AA must be very open and collaborative
AA has "ear-to-the-ground" among staff and can sense morale issues if they arise
Be a team-player, Able to work on own initiative in a dynamic and challenging environment
Ability to demonstrate initiative and honed organizational skills

Job responsibilities include:

Maintain the schedules of 3 Directors
Represent the Directors and act as a liaison between executive(s) and their management, peers or organization
Arrange and coordinate business travel and adapt quickly to changes in travel plans and requirements
Plan, coordinate, and execute all types of meetings and events
Compose correspondence and reports
Owning projects to completion, meeting deadlines, including taking the initiative to do the work vs what has been specifically asked
Willing to take on marketing projects such as event calendar, communications, budget management, Jive, Org Charts, Smartsheets
Edits Power Points presentations as appropriate
Develops staff meeting minutes and keeps list of action items
Researches and analyzes data within the context of a project, departmental needs, or company direction and makes recommendations for improvements
Handles multiple tasks, switches priorities and focuses as needed
Department initiatives and projects tracked including purchase order accruals, preparations and other confidential matters
Handle a large volume of incoming communication which includes email, voicemail and telephone calls
Manage the planning and forecasting of budgets (monitor expenses against budget, personal) and identify corrective actions
Accurate and timely handling of expense reports



Team/Leadership Skills

Creates collaborative processes with other administrative personnel to optimize cross-unit functions
Builds effective and inclusive relationships with personnel at a variety of levels
Provides guidance to other employees regarding new methods, assignments or procedures
Suggests relevant process improvements
Exercises excellent judgment within areas of responsibility

This position requires MS Office skills Outlook, Word, Excel and PowerPoint including Smartsheets and learning new tools/processes. The candidate MUST have prior experience supporting Directors. The ideal candidate will demonstrate a high level of tact, strong communication skills, the ability to handle multiple tasks, and the ability to complete project work while at the same time attending to work that is urgent. Great attention to detail and the maturity to handle confidential information is a must.

Again, any/all candidates applying for this position must have a proven work history reflecting support of senior management, ability to make sound decisions, ability to take action, direct action and motivate others to the same. This candidate should also appreciate the value of change and be willing to act and contribute as a "change agent."

For consideration, please submit resume to Nina Verceluz
E:
nina.verceluz@experis.com
O: 408-369-4124
C: 408-410-7648

Experis is an Equal Opportunity Employer (EOE/AA)

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