Executive Assistant

JOB DESCRIPTION

Manager’s comments:

Anna Davis

Assisting managing calendar, meetings, travel arrangements, expenses reporting, managing team events

Microsoft office and concur for traveling expenses

Top 5 Required Skills (These are not preferred skills. If the candidate does not have these required skills, they will be rejected completely)

1. strong and clear communication skills

2. attention to detail

3. professional demeanor

4. positive attitude

5. ability to get up to speed quickly

Technologies: What does this temp must know to perform the required job duties (These are not preferred technologies - If they do not have these technologies they will be rejected completely) Microsoft Office, outlook, word, excel, Concur

Required Education:

Required Years of Experience

Bachelor’s degree and 4+ years of Administrative Assistant or related work experience.

OR

Associate’s degree and 6+ years of Administrative Assistant or related work experience.

OR

High School Diploma or equivalent and 8+ years of Administrative Assistant or related work experience.

*Completed advanced degrees in a relevant field may be substituted for up to two years (Master’s = one year, Doctorate = two years) of work experience.

Key Words:

Professional demeanor, ability to manage multiple priorities in a fast paced environment, experienced with Microsoft Office, Concur T&E

Job Description:

Principal Duties and Responsibilities:

• Provides complex assistance and support to a VP, SVP, and/or C-suite executive.

• Acts as an information source and provides guidance to other administrative employees regarding departmental/company policies and procedures.

• Compiles information from various sources and prepares complex correspondences, reports, spreadsheets, and presentations for internal and external stakeholders.

• Manages advanced calendar needs for multiple VPs and above, including making calendar decisions on their behalf to effectively prioritize their time and resources.

• Expertly completes various office tasks (e.g., iProc creation, using a Pcard, maintaining office files, supplies, and equipment, submitting expense reports and checking requests, arranging for shipping, maintaining vendor tracking and support, creating/requesting NDAs, creating internal and external collaboration tools, etc.).

• Coordinates advanced domestic and complex international travel (flights, hotel, rental cars, etc.) for multiple travelers and trips with multiple connections and countries. This includes an advanced understanding of travel visas and documentation as well as expense reconciliation.

• Answers, screens, routes and/or responds to internal (with exposure/requests from multiple VPs and above) and external emails.

• Arranges and coordinates various complex types of meetings including luncheons, conferences, training sessions, and team building events. These events may include external customers and vendors.

• Recommends creative ways to improve existing methods that increase administrative efficiencies; identifies ways to incorporate new ideas into solutions and procedures.

Level of Responsibility:

• Provides supervision/guidance to other team members. [since it’s a temp I don’t expect his being applicable]

• Decision-making is significant in nature and affects work beyond immediate work group.

• Requires verbal and written communication skills to convey complex information. May require negotiation, influence, tact, etc.

• Works within the prescribed budgetary objectives of the department.

• Has a moderate amount of influence over key organizational decisions (e.g., is consulted by senior leadership to make key decisions).

• Tasks often require multiple steps which can be performed in various orders; extensive planning, problem-solving, and prioritization must occur to complete the tasks effectively.

Comments

· How many rounds of interviews should be expected? 1 or 2

· Work Location: (Pick One)

-100% Onsite San Diego