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Executive Assistant
Ref No.: 18-07946
Location: San Jose, California
Title: Executive Assistant
Location: San Jose CA
Duration: 3+Months
  • Executive Assistant will be responsible for providing high-level administrative support directly to the SVP, Patent Strategy
Accountabilities and Responsibilities:
  • Proactively manage and coordinate daily schedule and calendar, contacts, travel arrangements, meetings (internal and external), conferences, and seminars.
  • Must be able to identify and resolve independently issues with calendar and schedule.
  • Responsible for excellence in meeting/event preparation, set-up, and follow-up (including scheduling, arranging for food/drinks, preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion).
  • Deliver results under aggressive deadlines. Multi-task and change direction quickly.
  • Act as a "gatekeeper” and enable the SVP to operate without being distracted by unscheduled appointments or visitors.
  • Exercise sound judgment and discretion in handling confidential and/or sensitive information.
  • Execute a variety of routine and complex administrative duties in support of the day-to-day operations of the SVP.
  • Answer and respond to a large volume of incoming communications.
  • Accurate and timely handling of expense reports, visas, and other misc tasks as assigned.
  • Must be good with complex travel and schedules and can work sometimes outside of normal hours.
  • 5+ years' experience providing administrative support at the executive level, including scheduling meetings, maintaining calendars, coordinating travel arrangements and organizing on- and off-site gatherings and meetings.
  • Strong proficiency with a wide variety of desktop productivity tools and applications, including Microsoft Word, Excel, PowerPoint, and Outlook.
  • Preparation of executive-level presentations containing detailed financial data and highly confidential and/or sensitive information.
  • Outstanding customer service skills, with a desire to deliver excellent results on-time and with 100% accuracy.
  • Attend meetings as required, take minutes, and ensure that action items are completed.
  • Ability to take direction from multiple people and seek direction when uncertain.
  • Possess excellent written and verbal communication skills.
  • Possess the ability to handle multiple high-priority projects and assignments simultaneously and work efficiently in order to meet aggressive deadlines.
  • Superior project management skills, with previous experience at coordinating various types of functions, events and meetings involving participants at all levels.
  • From time to time weekend availability will be required when Executive is traveling and/or in between Client offices