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Marketing / Events- Admin Assistant
Ref No.: 18-01066
Location: San Jose, California
Experience Level: 6 Years
Start Date: 07/13/2018
 Description:
 
  • We have an immediate need for an exceptionally bright, multitasking and motivated individual with a history of high performance to support the business development team in San Jose.
  • The right candidate for this exciting role will be an innovative, curious, detail-oriented, self-starting, organized planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility in a high pressure environment. A good sense of humor is important, as is good judgment, integrity, being proactive, and the ability to simplify.
  • The perfect candidate must work hard and drive for results, focus on deadline sensitivity with minimal guidance or supervision. As such, the candidate must be skilled at anticipating problems, proactively creating contingency plans, managing multiple priorities, problem solving and organizing logistics. "Attention to detail” is a critical characteristic to be successful in this role.
  • The ideal candidate is self-guided, while also working successfully in a team environment, building effective working relationships inside and outside of the group, actively seeking to learn more about general business objectives, policies, standards, services, facilities, procedures and related information. A key competency is the ability to collaborate with other assistants in the organization and throughout the company.
 
RESPONSIBILITIES:
  • Create, design, edit and assist management with the finessing of PowerPoint presentations for leadership meetings
  • Manage process and policy execution in general administration including approval and reporting procedure, documentation and budgeting
  • Coordinate and execute a broad variety of other administrative tasks for the executives including drafting correspondence, preparation of reports and coordinating complex itineraries
  • Plan and develop special projects as assigned by the executives
  • Working with outside vendors and procuring supplies and equipment
  • Maintain discretion and confidentiality in relationships with all members of the leadership team
  • Exercise sound judgment and discretion in handling confidential and sensitive information
  • Manage the meeting/event calendars and prepare expense reports
 
BASIC QUALIFICATIONS:
  • This is a contractor role
  • Bachelor Degree required
  • Previous experience in high-tech startup company desirable
  • 3-5 years' work experience in a fast-paced, administrative capacity for senior executives
  • Proficiency in Microsoft Office, specifically Outlook, Word, Excel, PowerPoint as well as wikis and other apps.
  • Experience in multi-country travel arrangements and adjustments PREFERRED QUALIFICATIONS:
  • Experience in a fast-paced executive administrative capacity
  • Maintain discretion and confidentiality in relationships with all members of the leadership team
  • Detailed planning, time management and organizational skills supporting senior leaders
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround with a high detail orientation
  • High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company
  • Exceptional written, verbal, and interpersonal communication skill
  • Basic project management experience including tracking and helping drive completion of key deliverables and following up on outstanding items
  • Management of complex calendar and scheduling requirements in highly ambiguous environment
  • Ability to learn quickly when facing new problems; relentless and versatile learner that is open to change.
  • Demonstrated experience working with other teams including legal (NDAs, vendor agreements, etc.), HR, facilities and IT