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Job Title: Administrative Assistant
Duration: 1 Years
Location: San Jose, CA
What you'll do
Travel planning -- domestic & international;
Process business expense reimbursement requests, invoices and PO handling;
Schedule meetings, conference rooms and presentation equipment;
Special Projects including event management, i.e. coordinating client meetings, social and team building activities an external community event Proficient in PowerPoint, Excel, Word and Outlook;
This person is not a 'gate keeper' but is the face to the organization for the leaders especially when they are traveling.
Work across Client on behalf of the other executives by collaborating with other Administrative Assistants and Executive Assistants to provide coordinated support to the various leaders
Strong executive presence
Create, edit and process internal and external correspondence;
Coordinate assistance with office space, equipment, software, office issues and any and all big events that Client Design hosts or participates in
Send site wide e-mail or slack announcements to Design organization
Partner with Program Managers in managing VP's discretionary budget
Backfill support for privacy mailbox, data access and deletion requests, data entry, and Sharepoint management;
Extremely organized with the ability to work autonomously, take initiative and follow through
Juggle multiple demands simultaneously, from the mundane to the more strategic
Work effectively within a variety of situations, individuals and groups applying the 'whatever it takes' attitude
Treat colleagues and customers in a manner which demonstrates integrity, honesty and fairness
Adaptable and enjoy a challenge
Demonstrate ability to work well cross-functionally, in a professional, efficient, and confidential manner.
What you need to succeed
Bachelor's Degree or equivalent work experience
Minimum of 5 years of experience as Administrative Assistant.
Successful candidate will be assertive, motivated and will have excellent communication skills, ability to prioritize and apply sound judgment, and the ability to juggle multiple demands simultaneously.
Candidate must demonstrate strong attention to detail, accuracy, and be able to work effectively with a minimum of direction in a face-paced environment.
Sense of humor and ability to work enthusiastically across organizations and with diverse personalities required.
Ability to work autonomously, take initiative, and follow-through.
Must be assertive, proactive and resourceful.
Ability to multi-task and prioritize projects in a fast-paced environment.
Team player with strong interpersonal skills and ability to manage complex assignments.
Use the utmost discretion when dealing with sensitive and confidential material
Reliable and accessible. Available in the office during normal working hours and available out of hours, as needed, particularly when managers are traveling.
Proficient with Microsoft Office (Word, Excel, PowerPoint) and other office productivity tools (email, calendaring).
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