Executive Assistant

Published
November 25, 2021
Location
Mountain View, CA
Category
Job Type

Description

Remote until Office is open*

POSITION:

Executive Assistant

JOB TYPE:

Full-time, On-Going Contract

LOCATION:

Mountain View, CA

JOB SUMMARY FOR EXECUTIVE ASSISTANT:

  • Our Client is seeking an Executive Assistant to provide administrative support to a VP level executive with the objective of ensuring timely coordination of meetings, travel, expenses, deliverables and day-to-day activities.
  • We are looking for an individual who is competent and efficient and comfortable being a member of a team.
  • The ability to multi-task, while maintaining complex schedules is essential in this position.
  • The ideal candidate for this job is resourceful, a good problem solver and organized.
  • Assuring a steady completion of workload in a timely manner is key to success in this position.

RESPONSIBILITIES FOR EXECUTIVE ASSISTANT:

  • 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
  • Process expense reports in a timely manner and ensure accuracy of expense allocations
  • Assist in managing events, budgets and logistics
  • 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
  • Review and approve data requests from project owners and assign to VP for review on ticketing system (JIRA)
  • Submit contract review requests and coordinate until they are fully executed
  • 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
  • Coordinate with Finance, AP, HR, vendor management and Legal team as needed

REQUIRED EXPERIENCE FOR EXECUTIVE ASSISTANT:

  • Bachelor’s degree preferred
  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel
  • Ability to analyze and revise operating practices to improve efficiency
  • Detail oriented and comfortable working in a fast-paced office environment
  • Exceptional communication and interpersonal skills
  • Superior organization skills and dedication to completing projects in a timely manner
  • Proven ability to keep information organized and confidential
  • Strong ability to work independently and manage one’s time
  • Prior experience working for a large, global company is a plus
  • Previous experience managing leaders in remote locations is a plus
  • Should be based in Mountain View, CA
Apply
Drop files here browse files ...

Related Jobs

Executive Assistant   San Mateo, CA
November 3, 2021

Author: