Administrative Assistant II(US)

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

Description

Job responsibilities / Office Operations:
* Act as a the proxy for the Director ; sets tone of the office, maintains the Director 's image, and is able to speak on behalf of and represent them in multiple issues and subjects; exhibits superb discretion
* Manage a warm, welcoming office environment and keeps Director 's informed of organizational issues, potential concerns, and /or conflicts, etc.
* Heavy calendar management, requiring interaction with both internal and external executives assistants, to coordinate a variety of complex executive meetings
* Being able to shift and reprioritize with the constantly changing demands
* 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
* Edits PowerPoints presentations as appropriate
* Help develop 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
* 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:
* Ensure that the Director is maintaining adequate visibility with key stakeholders
* Run periodic errands to purchase recognition gifts, arrange for events as needs, etc.
* 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

Minimum Requirements:
* Plan, coordinate, and execute all types of meetings and events
* Help develop 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
* Accurate and timely handling of expense reports

Desired Skills/Exp:
1 Creates collaborative processes with other administrative personnel to optimize cross-unit functions
2 Builds effective and inclusive relationships with personnel at a variety of levels
3 Exercises excellent judgment within areas of responsibility

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