Job Abstract

Are you an organizational wizard with a knack for multitasking? Do you thrive in fast-paced environments and love being the right hand to top executives? If so, we have the perfect opportunity for you!

Position: Executive Assistant

Location: San Jose, CA

Payrate: $30-35

Length: 12 mns+

Role and Responsibilities:

Administrative Support:

• Provide administrative support to HR Staff Team.
• Take ownership of HR Staff calendars utilizing discretion and judgment to manage with limited need for direction.
• Manage flow of information on topics, including using judgment to determine the proper course of action and involving appropriate individuals or delegates as appropriate.
• Plan and manage complex domestic and international business travel including Visa preparation where required, and may assist other team members as required, and complete all expense reports in accurate/timely manner upon return.
• Coordinate, manage and support internal meetings as well as off-site meeting requirements including researching external venue options and making related catering recommendations.
• Assist in scheduling and organizing meetings and departmental activities for executives visiting the region.
• Manage and support general office coordination by preparing appropriate responses to correspondence containing routine inquiries; customers, vendors and other guests; screening of telephone calls, mail and miscellaneous requests.
• Ordering of office supplies
• Assist with processing of payments to third party vendors (Purchase Orders).
• Serve as point of contact and day-to-day support of approximately 100+ team members of diverse teams (i.e., C&B, POE, SPO, TN, ER&I, BP) including ordering supplies, general meeting support, guidance with respect to procedures, management of PO/Invoice process, etc.
• Update and chase delegated tasks and action items to ensure progress to deadlines.
• Team up with regional administrative staff members to develop enhanced rapport and cooperation across all divisional functions. Participate in Learning Community webinars and in admin teambuilding activities as scheduled.
• Learn and abide by the Code of Ethics and Code of Conduct. Demonstrate honesty, integrity, and professionalism in all communications, actions and decisions.

Program Management Support:

Assist with the Food4Thought program, a program where America's Leadership Team (ALT) interacts, informs and learns from employees through lunch sessions. Responsibilities include:

• Prepare communication templates

Qualifications and Education Requirements:

• 5+ years relevant experience in administrative support and office management encompassing broad knowledge of corporate operations and procedures; and 3+ years experience or relevant exposure to project management activities (e.g., offsites).
• Associates Degree preferred; Bachelors Degree desired

Desired Skills/Competencies:

• Possess high level of integrity and proven emotional intelligence to handle sensitive and confidential information and situations.
• Must possess solid judgment and independent thinking underpinned by professional maturity and excellent interpersonal and communication skills (both written and verbal).
• Must exhibit a strong proficiency in time management, organization and problem-solving skills and possess the ability to manage changing priorities in a fast-paced environment.
• Must have ability to operate with minimal supervision and be comfortable exercising independent judgment when completing assignments.
• Ability to articulate research conclusions and recommendations.
• Must have strong experience in travel coordination in Concur Trav
  To apply please email your resume to khurtado@ultimatestaffing.com