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Executive Administrative Assistant

South San Francisco, CA

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Description

Executive Administrative Assistant – Direct Hire

We have a well-established client in South San Francisco who is currently looking for a talented Executive Administrative Assistant to join their team. They are looking for candidates with excellent communication, who have the ability to work independently and handle multiple projects as assigned by the executives.

Job Requirements

Responsibilities:

  • Diverse and complex administrative duties: Maintain appointment calendar for CEO. Schedule all appointments and meetings with other departments and external contacts.
  • Ensure calendar is accurate and updated when changes occur.
  • Reserve meeting space, arrange for audio/visual equipment, and publish agendas.
  • Manage travel arrangements, hotel reservations, seminar registrations, etc.
  • Prepare detailed reports, compile basic statistics, set up databases as needed and supports the Web-based department sites as required.
  • Support meetings with external experts and vendors, including obtaining Confidentiality agreements and contracts, as required.
  • Prepare memos, letters, reports, presentations and other business correspondence, either independently or from written/verbal instructions.
  • Copy and distribute correspondence in a timely and efficient manner and file all appropriate documents.
  • Prepare expense reports, expedite and track processing of all expense reports, check requests, and purchase requisitions.
  • Ensure reconciliation of reimbursement with expense reports and maintain copies of expense reports, receipts and reimbursement checks.
  • Reconcile monthly expense budget reports ensuring accuracy of entries.
  • Support the time keeping recording for senior management, as requested and/or as needed.
  • Proactively coordinate various department initiatives and projects as assigned.
  • Ensure confidential handling of information and use sound judgment to independently complete a range of special projects.
  • Distribute mail, answer phones and ensure seamless flow of information.
  • Exercise initiative, diplomacy, collaboration with other departments, tact and a high degree of professionalism and loyalty.

 

Requirements:

  • Bachelor’s degree or equivalent experience
  • 3-5 years of executive administrative experience
  • Excellent communication
  • Microsoft Office
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