Executive Assistant
4 days ago
Ultimate Staffing Services is actively seeking an experienced Executive Assistant to support a dynamic team in California. The ideal candidate will provide exceptional administrative support to three executives and their respective teams. This role is based onsite at the Santana Row office in San Jose, California.
- Provide administrative and project support, including scheduling and preparing for meetings, attending and taking minutes when required.
- Draft, proofread, and edit documents, presentations, articles, and email correspondence as requested.
- Create expert-level PowerPoint presentations as requested.
- Prioritize and handle internal and external correspondence.
- Prepare and follow-up on expense reports in Concur and timesheets in ADP.
- Manage and maintain daily and longer-term calendars.
- Coordinate all travel arrangements, including scheduling special events or activities.
- Interact with vendors regarding submission of paperwork and payments.
- Prepare and track contracts, change orders, purchase orders, Certificates of Insurance, check requests, and process invoices in Nexus.
- Maintain project files, including coding project paperwork for filing.
- Coordinate work of the department with other corporate departments as required.
- Screen incoming calls and direct calls as required.
- Assist other administrative support team members as necessary.
- Other duties as assigned.
- 5+ years of experience providing support at the executive level or above and related teams.
- Bachelor's degree preferred or related experience.
- Intermediate to advanced skill level in the Microsoft Office Suite; high level of proficiency in PowerPoint required.
- Outstanding interpersonal, written, and verbal communications skills.
- Proven ability to work in a fast-paced environment handling multiple tasks at any given time.
- Excellent follow-up and follow-through skills with the ability to effectively prioritize, manage time, and deliver to deadlines.
- Ability to coordinate and prioritize a number of projects and consistently apply good judgment and make responsible decisions.
- Ability to work in the office five days a week.
- Ability to maintain the highest degree of confidentiality regarding all aspects of work at all times.
- Highly professional and detail-oriented with successful problem-solving and creative thinking experience.
- Proactive in solving problems and open to taking on more responsibility.
- Ability to work flexible and long hours, as needed.
- Notary Public, a plus.
Monday - Tuesday, with flexibility as needed.
Additional benefits information will be provided during the interview process.
Salary Range: $45 - $50 per hour
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
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