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Administrative Assistant

San Rafael, CA 94903

Posted: 02/02/2023 Employment Type: Contract Job Category: Administrative Job Number: 539348 Is job remote?: No Country: United States

Job Description

  • Calendar management for various Director’s and Executive Director’s – Scheduling meetings/rooms for meetings with multiple stakeholders across functions. Resolving calendar conflicts.
  • Coordinating logistics for team staff meetings: Preparing the agenda by working with the Director to determine topics, communicating with presenters to confirm/remind them of their presentations. Sending out agenda to meeting participants. Minute taken might be needed on an ad hoc basis.
  • Helping with coordination of logistics for department meetings – (food orders/location prep when applicable)
  • Coordination of catering on-site for critical lunch meetings, when appropriate and approved by manager
  • Coordinating travel for manager, including flight, hotel, car, and any other logistics
  • Coordinating domestic and international travel for manager. Concur travel and expense experience is preferred this will entail preparing expense reports and travel planning.
  • Coordinating, compiling, and editing various material upon request
  • Resolving IT issues and ordering equipment upon request
  • Maintaining department email distribution list when new employees join or employees move roles
  • Assisting with miscellaneous administrative requests from team-members
Requirements:
  • Bachelor's Degree preferred 
  • A minimum of 3-5 years of administrative support to Director’s, Senior Director’s and VP’s and office administration
  • Strong PC computer skills with proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Concur expense reporting
Skills
  • A proven ability to perform at an Administrative Assistant /Executive Coordinator level
  • Quick learner and self-starter capabilities -- able to work proactively and independently on tasks
  • Strong calendaring skills and catering/meeting planner capabilities
  • Strong communication skills on all levels with internal leaders, employees, and outside vendors
  • Responsiveness to deadlines, strong attention to detail, and able to prioritize multiple tasks.
  • A high level of professionalism with strong influencing skills and ability to anticipate situations or issues that may arise in the near future
  • Independent judgment and discretion with sensitive/confidential and proprietary information
  • A can-do attitude, ability to be flexible and adaptable
  • Ability to receive and act on “ad-hoc” requests
  • Ability to think creatively and strategically
  • A team-oriented work style
  • An openness to periodically responding to requests outside of normal business hours.

 
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