Sr. Administrative Assistant
Work Location: fremont, California
Job type: Full-Time
Posted: 04-21-2016
Salary: Negotiate
Email: job@40hrs.us
Job Description
To be a successful candidate, you will be an assertive, motivated, and organized self-starter with the ability to work autonomously, take initiative, and follow through. You have excellent written and communication skills; the ability to listen and to prioritize while applying sound judgment; and the ability to juggle multiple demands simultaneously. You demonstrate strong attention to detail, and are able to work effectively with a minimum of direction. You have a sense of humor and the ability to work enthusiastically across organizations with diverse personalities in a professional, efficient, and confidential manner.
Job Responsibilities
- Work with organization leaders to assist with scheduling and calendar management, being insightful and proactive in
- Planning executive and director schedules.
- Coordinate complex travel arrangements with ability to perceive needs (various time zones, distances, etc.), obtain
- complex travel visas and prepare detailed itineraries while ensuring ownership throughout the travel planning being
- prepared to address contingencies and last minute changes.
- Prepare, submit and track expense reports.
- Plan and coordinate large meetings and group events, offsites when requested.
- Work with the leadership team & Facilities to handle space planning at the SF site. This includes, but is not limited to
- Managing hotel space for visiting employees, facilitating office moves and acting as a point person for visiting
- Assist with audio visual and video and web conferencing when needed
- Maintain up to date organizational charts, contact lists and email alias lists
- Act as a back-up to other assistants with the organization.
- Purchase and track hardware, software, office supplies.
- Use a high degree of judgment and discretion in the handling and maintenance of materials of a confidential and/or sensitive nature.
- Administer correspondence, charitable donations, legal compliance.
- Create purchase requisitions and work with finance department to project expenses.
- Ability to context switch and prioritize projects in a dynamic environment.
- Team player with ability to handle complex assignments.
Job Requirements
- BA/BS degree or minimum of 5 years related experience in high tech or similarly paced industry.
- Proven mastery of MS Office applications including Outlook, Word, PowerPoint, and Excel.
- Strong organizational skills including the ability to handle multiple tasks with attention to detail, accuracy, and timeliness.
- Cross-functional collaboration across the company.
- Flexible, able to deal with change and uncertainty.
- Are you relentlessly resourceful? We love that.
- Strong interpersonal skills; must ensure professionalism and exercise discretion.
- Confidence and and have good decision making skills.
- Exceptional written and verbal communication skills.
- Ability to work well with all levels of management, staff, and outside contacts.