Administrative Assistant

Published
September 5, 2021
Location
San Jose, CA
Category
Job Type

Description

We are looking for a highly motivated, highly organized, super-skilled administrative assistant! This candidate will directly support 2 Directors and the Chief of Staff for the Infrastructure Foundation Services organization and be the SJ site coordinator as needed. 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. Escalates issues to Directors and Chief of Staff 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, and 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 2 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 (SJ Site Lead for organizational events & leadership visits)
  • Compose correspondence and reports
  • Manage meeting logistics - TelePresence, Tandberg & WebEx
  • Edits PowerPoints presentations that may be presented with VP and entire organization as appropriate (Town Halls, Customer Briefings, Cisco Live, etc.)
  • Develops staff meeting minutes and keeps list of action items
  • Analyzes data within the context of a project, departmental needs, or company direction and makes recommendations for improvements (Basic Excel skills required; more advanced proficiency nice to have)
  • Handles multiple tasks, switches priorities and focuses as needed
  • Handle a large volume of incoming communication which includes email, voicemail and telephone calls
  • Accurate and timely submission of expense reports for 2 Directors & Chief of Staff for local events
  • Maintain confidentiality of sensitive information

    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 - Word, Excel and PowerPoint. At least 3+ years of experience in Senior level management support. The ideal candidate will have prior experience supporting Director or above. The ideal candidate will demonstrate a high level of integrity, 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.

    Minimum Requirements:
    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
Apply
Drop files here browse files ...

Related Jobs

September 23, 2021
Administrative Assistant   Foster City, CA new
September 22, 2021
Administrative Assistant   Menlo Park, CA new
September 22, 2021
September 22, 2021
Administrative Assistant   Soquel, CA new
September 22, 2021

Author: