Administrative Assistant 5

Kforce Finance and Accounting
Published
August 29, 2021
Location
Mountain View, CA
Category
Job Type

Description

RESPONSIBILITIES:

Kforce has a client in Mountain View, CA that is seeking an Administrative Assistant 5.

Responsibilities:

  • Administrative Assistant 5 will manage scheduling for an Executive leader including resolution of schedule conflicts, schedule prioritization and meeting logistics (location, audio/video, meals, etc.) - Recent experience working with C-level executives
  • Manage detailed arrangements for upcoming meetings (including meetings with Korea Headquarter), ensuring clear meeting purpose/objectives, validate attendee lists/notifications, communicate required pre-work/deliverables and help coordinate necessary follow-ups
  • Ensure the Executive leader is continually aware of upcoming meetings, commitments, travel and deliverables. Track key action items
  • Administrative Assistant 5 will process expense reports in a timely manner and ensure accuracy of expense allocations
  • Review/proof documents and presentations for spelling, grammar and content (as appropriate)
  • Help support overall Exec team management including Operational Review preparation, office supply management, team social events, team members' celebrations and other general office management functions
  • Submit vendor onboarding requests and coordinate with vendors/project owners and vendor management team for required forms
  • Administrative Assistant 5 will review and approve data requests from project owners and assign to VP for review on ticketing system (JIRA)
  • Submit budget approval requests for team and travel requests
  • Utilize company's repository platform (Confluence) to update on the progress of contracts, budget approvals, etc.
  • Participate in bi-weekly team meetings, write meeting minutes and update weekly action items
  • Compile documents (eg. powerpoint, excel) and update team's distribution list as needed
  • Administrative Assistant 5 will coordinate with Finance, AP, HR, vendor management and Legal team as needed
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