Are you an experienced Executive Assistant in the Fremont area?
We have a contract opportunity immediately available.
This is a hybrid role and requires 2 - 3 days a week onsite in Fremont, CA with a typical 8 - 5 shift but does require some flexibility.
The pay is $40 an hour w2.
Responsibilities:
- Extensive global diary management.
- Coordination of international travel arrangements.
- Assist with the preparation of meeting agendas, reports, presentations, and correspondence, considering the target audience, adapting style and communication method accordingly.
- Dealing with both personal and business administration such as updating spreadsheets, proofreading presentations, and compiling reports.
- Preparing documentation for meetings and minute taking.
- Dealing with internal and external stakeholders regarding senior management matters.
- Working within a tight budget and time constraints.
- Handle highly confidential and sensitive information.
- Manage customer visits and demonstrate flexibility in shift scheduling.
- Capable of organizing the day to accommodate meetings from both India and the USA.
Additional Duties:
- Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of functions and procedures of the company, with a working understanding of functions and procedures of other departments.
- Handling routine-to-difficult matters independently, providing information as appropriate, or routing calls to appropriate department.
- Responds to inquiries and convey technical and/or other information about programs and services. Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to the appropriate administrator.
- Organizes, balances, prioritizes, and performs administrative support duties, anticipating calendar events and cycles. Establishes and works within timelines for projects, activities and required submissions.
- Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines making assignments to other staff as needed.
- Takes notes and transcribes proceedings, as required. Types from rough drafts or verbal instructions a variety of materials such as, memoranda, reports, and statistical data. Independently composes original correspondence on routine department matters.
- Prepares meeting agenda items, reviews presentations and announcements used by and / or provided by the department.
- Process contract documents and sets up internal routines for monitoring and performance.
- Schedules appointments and arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. Schedules executive travel (hotel, conference, air) reservations as directed.
- Performs special projects as assigned. Conducts research of business transactions, industry statistics and trends, etc., to compile reports for department.
- Receives, handles, and stores confidential, private, and sensitive information pertaining to the department, company, and executives.
- May attend departmental meetings.
- Perform expense report procedures for all executives.
- Performs other duties as assigned that support the overall objective of the position.
Qualifications:
- Minimum 5+ years of experience as an Executive Assistant.
- Strong analytical, organizational and project management skills.
- Ability to meet deadlines with great accuracy and attention to detail.
- Excellent interpersonal and communication skills, both verbal and written.
- Proactive with ability to multi-task and take on additional projects with changing priorities.
- Advanced Microsoft Office Suite skills, especially Excel and Outlook.
- Comfortable speaking with members from various departments including upper management (CXO) and vendors.
- Ability to work closely with the rest of the EA team during times of high workload and provide support as appropriate.
- Ability to handle highly confidential information with discretion.