Executive Assistant
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Executive Assistant
Ref No.: 17-01514
Location: San Jose, California
Start Date / End Date: 01/02/2018 to 03/30/2018
Primary Administrative Duties:
• Provide administrative support to the Executives and assigned Department Heads (Client) for SARC & ACL
• Facilitate internal and external communication; Produce or edit presentations, documents and spreadsheets for the Executives
• Be involved in other aspects of the team’s functions such as collecting and tracking documents as needed
• Proactive calendar management, scheduling meetings/calls for internal and external participants, manage conflicts and work with Administrative staff to coordinate scheduling for Senior Leaders and necessary attendants
• Scheduling meetings and conference rooms in the Meeting Room Booking System (MRBS)

Assist Finance & Legal
• Work with SARC/ACL finance with budget needs for special events, purchases, & outings
• Work with SAS’s AP, AR, Finance teams etc.
• Any necessary / approved requests made

Assist Facilities
• Procurement and distribution of office supplies
• Maintain office supply / Printer stations
• Maintain public spaces such as break, conference, and rest rooms
• Any necessary request/approved made

Assist Human Resources
• Working with recruiters by creating interview schedules for candidates
• Finding conference rooms for interviews
• Scheduling interview time on employees Knox (mySingle/PIMS) and Outlook calendars as needed
• Any necessary / approved requests made
• Assist with corporate phone request
• Assist with corporate credit card request
• Update and maintain information and documentation on Admin Page on Sharepoint
• Create and share process documentation as needed
• Demonstrate SARC/ACL culture as a representative of the team by developing and maintain strong working relationships with other employees, contractors, vendors, and guests
• Management of “mailman” email groups as assigned

Expenses
• Manage expense reports for Executives and other assigned DH’s
• Track and file expense receipts
• Train employees as needed on how to submit expenses in GERP
• Purchase Orders, Invoices, & preferred vendor submission
• Learn to use our JIRA system to submit these request

Travel
• Plan and process travel arrangements
• Prepare and process travel expense reports and submission for Executives and assigned Client
• Submit TR/Ta in GERP
• Expense Trip receipts
• Book car services when necessary
• Submit global roaming for corporate cell phones when traveling internationally

Meetings & Events
• Manage, collaborate and coordinate team or campus events as necessary, including but not limited to
• Coordinate catering/deliveries for team meetings, breakfast, lunches etc. as approved/requested by manager and up
• Culture 2020 team building event
• All hands meeting

Visitors
• Submit visitor names and dates of visits in Visitor System
• Help assign seating for short and long term visitors