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Administrative Assistant - III
Ref No.: 18-12853
Location: Foster City, California
Job Title: Administrative Assistant
Location: Foster City, CA
Duration: 6 Months

Job Description:
  • The position will support the Sr. Directors of the Finance Controllership organization and provide support for organizational onboarding and hiring procedures.
Primary responsibilities include, but are not limited to:
  • Scheduling meetings (including web conferences and teleconferences) and managing team schedules in Outlook
  • Organizing travel
  • Interview coordination and onboarding of new employees
  • Preparing expense reports
  • Purchase order preparation
  • Organizing, managing and maintaining department files, processes; tracking payment of invoices and orders; managing purchase orders on Client internal systems
  • Assisting with organizing/planning team events
Essential Duties and Job Functions:
  • Supports Sr. Directors and broader team for tasks including: travel arrangements, expense processing, agreement and contract processing, meeting coordination and scheduling, and on-boarding of new employees
  • Creates purchase orders and invoice processing
  • Gathers, collects, records, tracks and verifies information from multiple sources, and conducts internet searches as directed
  • Creates or may assist in the creation of presentation materials
  • Liaises with external agencies or organizations to coordinate activities
  • Helps to coordinate communications and logistics for external and internal events
  • Interacts with a variety of internal and external stakeholders
  • Handles confidential information with discretion and in compliance with all regulations
  • Plans and organizes team events (US & global)
Knowledge, Experience and Skills:
  • Requires a minimum of a high school diploma plus a minimum of 2+ years administrative experience
  • Ability to work in a fast-paced environment with changing priorities
  • Excellent verbal, written, and interpersonal skills are required
  • Works under limited supervision and may receive general direction on new lines of work or special assignments
  • Must be detail-oriented
  • Requires knowledge and understanding of administrative and office policies and procedures
  • Intermediate to advanced knowledge and experience using a number of Office applications including Outlook, Excel, PowerPoint, Word plus Client applications
  • Refers to specific and detailed procedures and instructions
  • Collaborates well with other teams/functions