The job below is no longer available.
You might also like
in San Jose, CA
- $24.00
Verified per hour ACE Hardware • 5h agoUrgently hiring 18.1 mi Use left and right arrow keys to navigate - ACE Hardware • 5h ago
Urgently hiring 18.1 mi Use left and right arrow keys to navigate - $18
est. per hour Buffalo Wild Wings • 2h agoUrgently hiring 2.6 mi Use left and right arrow keys to navigate - $18.75
Verified per hour Target • 30d agoGood pay Urgently hiring 5.2 mi Use left and right arrow keys to navigate - $18.75
Verified per hour Target • 30d agoGood pay Urgently hiring 5.2 mi Use left and right arrow keys to navigate
Administrative Assistant
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | San Jose, CA San Jose, California |
About this job
We are looking for a very motivated, highly organized, super-skilled administrative assistant! This candidate will support the organization's Sr Director and Director within the CDO, Offer Monetization Office. Responsibilities of this AA include overseeing all administrative requirements while applying an understanding the organization's goals and objectives. Uses discretion in handling details of a highly confidential and sensitive nature. Work requires initiative and independent judgment. Escalates issues when appropriate but able to resolve most on their own. Prepares sensitive information for use in discussions and meetings within the organization and with outside individuals. The person hired into this role must be a team player who is proactive, cooperative, collaborative, flexible, identifies process improvement opportunities, loves to learn new skills and has a positive mindset. Models integrity, poise, high energy and a strong sense of urgency, acting as an extension of the OMO team. Seeks proactive and creative win/win alternatives for leader and key stakeholders constantly assessing changing priorities and complex schedules.
Qualifications & Work Style:
* Experience supporting executives at high levels; ability to learn the Directors' style and what is important to their success; understand the rhythm and stays three steps ahead of the Director and the team at all times
* Experience interacting with staff at all levels in a fast paced, high pressure environment. Proactive, resourceful and efficient, with a high level of professionalism and confidentiality
* Manages coordination and calendar scheduling of meetings, conference calls, off-site events, catering and travel arrangements.
* Ability to handle frequent interruptions, changing priorities, and remain flexible, continually improves administrative process for great efficiency
* Experience in project management dealing in multiple tasks, timelines, and deadlines
* Expert level writing and verbal communications skills; strong judgment and decision-making skills
* High level of trust, discretion; drives ownership
* AA has "ear-to-the-ground" among staff and can sense morale issues if they arise.
* Be a team-player, able to work on own initiatives in a dynamic and challenging environment
* Strong knowledge of MS Office skills - Word, Excel, Outlook, and PowerPoint. Knowledge of WebEx, TelePresence a big plus.
* The candidate MUST have at least 5+ years of prior experience supporting Senior Level Executives. The ideal candidate will demonstrate a high level of tact, strong communication skills, the ability to handle multiple tasks, and the ability to complete project work while at the same time attending to work that is urgent. Great attention to detail and the maturity to handle confidential information.
Job responsibilities / Office Operations:
* Act as a proxy for a Sr Director and 2 Director's; sets tone of the office and is able to speak on behalf of and represent them in multiple issues and subjects; exhibits superb discretion
* Manage a warm, welcoming office environment and keeps VP's informed of organizational issues, potential concerns, and /or conflicts, etc.
* Heavy calendar management, requiring interaction with both internal and external executives and their assistants, to coordinate a variety of complex executive meetings
* Arrange and coordinate business travel and adapt quickly to changes in travel plans and requirements
* Compose correspondence and reports
* Edits PowerPoint presentations as appropriate
* Help develop staff meeting agendas, minutes and keeps list of action items
* Researches and analyzes data within the context of a project, departmental needs, or company direction and makes recommendations for improvements
* Submit expense reports in timely matter
Team/Leadership Skills:
* Ensure the Sr Director and Director are maintaining adequate visibility with key stakeholders
* Coordinates the planning of recognition gifts, arrange for events as needed, etc.
* Creates collaborative processes with other administrative personnel to optimize cross-unit functions
* Builds effective and inclusive relationships with personnel at a variety of levels
* Provides guidance to other employees regarding new methods, assignments or procedures
* Exercises excellent judgment within areas of responsibility
Again, any/all candidates applying for this position must have a proven work history reflecting support of management, ability to make sound decisions, ability to take action, direct action and motivate others to do the same. This candidate should also appreciate the value of change and be willing to act and contribute as a change agent for the organization.
Qualifications & Work Style:
* Experience supporting executives at high levels; ability to learn the Directors' style and what is important to their success; understand the rhythm and stays three steps ahead of the Director and the team at all times
* Experience interacting with staff at all levels in a fast paced, high pressure environment. Proactive, resourceful and efficient, with a high level of professionalism and confidentiality
* Manages coordination and calendar scheduling of meetings, conference calls, off-site events, catering and travel arrangements.
* Ability to handle frequent interruptions, changing priorities, and remain flexible, continually improves administrative process for great efficiency
* Experience in project management dealing in multiple tasks, timelines, and deadlines
* Expert level writing and verbal communications skills; strong judgment and decision-making skills
* High level of trust, discretion; drives ownership
* AA has "ear-to-the-ground" among staff and can sense morale issues if they arise.
* Be a team-player, able to work on own initiatives in a dynamic and challenging environment
* Strong knowledge of MS Office skills - Word, Excel, Outlook, and PowerPoint. Knowledge of WebEx, TelePresence a big plus.
* The candidate MUST have at least 5+ years of prior experience supporting Senior Level Executives. The ideal candidate will demonstrate a high level of tact, strong communication skills, the ability to handle multiple tasks, and the ability to complete project work while at the same time attending to work that is urgent. Great attention to detail and the maturity to handle confidential information.
Job responsibilities / Office Operations:
* Act as a proxy for a Sr Director and 2 Director's; sets tone of the office and is able to speak on behalf of and represent them in multiple issues and subjects; exhibits superb discretion
* Manage a warm, welcoming office environment and keeps VP's informed of organizational issues, potential concerns, and /or conflicts, etc.
* Heavy calendar management, requiring interaction with both internal and external executives and their assistants, to coordinate a variety of complex executive meetings
* Arrange and coordinate business travel and adapt quickly to changes in travel plans and requirements
* Compose correspondence and reports
* Edits PowerPoint presentations as appropriate
* Help develop staff meeting agendas, minutes and keeps list of action items
* Researches and analyzes data within the context of a project, departmental needs, or company direction and makes recommendations for improvements
* Submit expense reports in timely matter
Team/Leadership Skills:
* Ensure the Sr Director and Director are maintaining adequate visibility with key stakeholders
* Coordinates the planning of recognition gifts, arrange for events as needed, etc.
* Creates collaborative processes with other administrative personnel to optimize cross-unit functions
* Builds effective and inclusive relationships with personnel at a variety of levels
* Provides guidance to other employees regarding new methods, assignments or procedures
* Exercises excellent judgment within areas of responsibility
Again, any/all candidates applying for this position must have a proven work history reflecting support of management, ability to make sound decisions, ability to take action, direct action and motivate others to do the same. This candidate should also appreciate the value of change and be willing to act and contribute as a change agent for the organization.