Administrative Assistant

THIS IS A HYBRID POSITION IN SAN JOSE, CA  W2 CONTRACT ONLY 

Job ID#:  36850
Title: Administrative Assistant
Max PAY Rate: $36/hr
Duration: 6-8 months
Start Date: ASAP
 
Location: San Jose, CA (2-3x per week)


Job Description:
Seeking the best and brightest candidate who values professional relationships complimented by creativity and team-work. Further, the right candidate will have demonstrated progressive success as an Administrative Assistant supporting dynamic, Engineering senior-level executives in a fast-paced, high-tech environment.
 
The Administrative Assistant must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities with a great attitude and sense of humor. Must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to exercise discretion, independent judgment and capable of analyzing and solving complex and abstract requests.
 
This position is expected to involve a high degree of confidentiality, sensitivity, creativity, latitude, flexibility, and availability for effective and efficient performance for support required.
 
Major Duties and Responsibilities:

• Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executives and organizations to optimize their time and take a proactive role to anticipate, identify and initiate/facilitate thoughtful solutions and recommendations.
• Manage and maintain highly complex and changing calendars, schedule appointments/internal and external meetings, travel, and organizational functions; as well prepare flawless communication materials on behalf of internal and external customers.
• Use political savvy and sophistication to filter through and facilitate actionable items.
• Key liaison for the group and on-the-job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community, and political representatives.
• Work closely with executives, administrative staff, employees, and teams creating and maintaining working relationships.
• Anticipates and/or identifies needs and issues within the organization and proactively initiates and/or facilitates solutions.
• Compile, prepare expense reports, process purchase requisitions and invoices, reconcile corporate credit cards, and may assist in gathering and understanding budget details.
• Screens all incoming correspondence and determines if executive action is needed.
• May initiate and facilitate meetings, take meeting minutes, and manage action items.
• May arrange and plan programs and small events for meetings and entertainment of visitors.
• May perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature. Provide web research as needed.
• May draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, and reports. Review outgoing correspondence for accuracy, format consistency, signatures, and conformance with executive procedures.
• Performs other functions such as organizing and filing confidential files and records systems of the organization, preparation of recurring internal reports, maintaining contacts/customer database,etc.
• Demonstrates a broad company knowledge which includes corporate policies and procedures, organizational structure, business strategies, corporate goals, products, services, customers, and competitors.
• Play an active role in creating a safe and healthy workplace and comply with all applicable safety and health rules.
• Provide partnership administrative support and cross-coverage Sales Administrative team and staff, as necessary.
• Other duties as required.

• Preferred 2+ years of continual experience supporting multiple Vice Presidents and above with at least one year working within a highly demanding fast-paced oriented environment.
• Exceptional calendar management skills.
• Exceptional communication skills, verbal and written.
• High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management; being highly proactive and intuitive, detailed oriented, self-motivated, adaptive, and creative.
• Proven skills analytically with abstract problem-solving.
• Exceptional professionalism, soft-skills and being a team player.
• High level of work ethics, integrity, confidentiality, and flexibility.
• Advanced level MS Office Suite (Word, Excel, PowerPoint, Outlook, Project Google Drive).
• Must be highly reliable, flexible and dependable with time management to be able and available to come to work early and/or stay late with minimal notice.
• Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, Safety.

• Experience assisting within Engineering organization.
• Experience in a highly demanding fast-paced start-up environment.
• Experience in working with a diverse multicultural environment.
• Must be reliable and work independently.
• Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines, and organizational structure.

• Trusted Admin Business Partner/Understand Business Preferences and Priorities: Trusted confidant to provide exceptional services, resources, and creative solutions to executive leaders, stakeholders, and other key business partners.
• Communications and Business Relationships: Partner and collaborate with stakeholders and knowledge of the business, leadership, organizational structure, and employee base.
• Time Management, Prioritization, and Productivity: Plan and manage calendars, ensuring internal/external meetings are effectively scheduled, and resolve conflicts. Recognize, acknowledge, follow-up and follow-through – manage inquiries quickly, proactively, intuitively and follow through for successful completion in an efficient and responsive timely manner.
• Deliver w/Quality & Accuracy: Organization, attention to detail, customer service with excellence, and clear written/oral communications.
• Travel Management: Liaise with executives and stakeholders to plan and manage travel. Demonstrate planning and organizational skills to ensure efficient and productive business trips.
• Finance Management: Knowledge and understanding of expense reporting, procurement tools, and business policies and procedures.
• Event Management: Plan and execute meetings and events.
• Innovation: Recognize operational weaknesses and help resolve, sharpen processes, and/or develop new ideas.

• Knowledge / Skill: As a skilled specialist, contributes to the development of concepts and techniques. Completes complex tasks creatively, efficiently, and effectively.
• Job Complexity: Works on moderate to complex assignments requiring considerable judgment, takes initiation to anticipates general day-today support. Understands implications and scopes of work where analysis of situations or data requires a review of a variety of factors to make recommendations for solutions to meet deadlines and expectations for requests. Exercises judgment within defined procedures and practices to determine appropriate action. Builds productive internal/external working relationships.
• Supervision: Self-starter, normally receives general instructions to determine methods and procedures on new assignments. May receive detailed instructions on new projects or assignments.
• Experience: Typically requires a minimum of 2 years of related experience; supporting multiple VP levels and above in a fast-paced working environment.