Executive Assistant Job at Gateway Recruiting, INC., Alameda, CA

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  • Gateway Recruiting, INC.
  • Alameda, CA

Job Description

The Job Opportunity:

The Executive Assistant will provide executive-level administrative support to a Senior Vice President. This individual may also provide back up support to higher-level management as needed.

The Job Responsibilities:

  • Responsibilities include all administrative functions of the department:
    • Answering phones
    • Calendar management
    • Scheduling travel
    • Managing correspondence and scheduling couriers
    • Processing expense reports
    • Meeting/event planning
    • Creating or modifying business documents
    • Preparing presentations from source materials
    • Handling teleconference and BlackBerry setups
    • Acting as a liaison for remote access issues
  • May include some support for tracking budget expenditures.
  • Adheres to executive processes and guidelines.
  • Creates board books as requested.
  • Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
  • Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
  • Orders business cards and stationery.
  • Uses advanced software skills to perform work assigned.
  • Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
  • Coordinates new employee office set-ups and onboarding.
  • May train/coordinate work for new administrative assistants.
  • Follows executive onboarding procedures.
  • Interacts with high-level executives every day.
  • Advanced knowledge and understanding of business processes and requirements.
  • Consistently handles confidential or business-sensitive information.
  • Data is typically organizational or multi-dimensional.
  • Maintains and manages executive calendar.
  • Manages domestic and international travel plans using executive guidelines.
  • Proactively identifies and resolves scheduling conflicts.
  • The primary point of contact for the manager’s schedule.

Required Qualifications:

  • High School Diploma or GED
  • Minimum of 7 years previous admin experience or equivalent.

 

Preferred Qualifications:

  • Associate's Degree in Secretarial Sciences
  • Ability to operate independently and work on own initiative.
  • Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook. - Proficient in all applications.

 

 

Job Tags

Full time,

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