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Sr ADMINISTRATIVE ASSISTANT ENG

3 months ago

San Jose, United States AMISEQ Full time

SR ADMINISTRATIVE ASSISTANT ENG

San Jose, CA - Hybrid role

12 Months


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.
  • Manage and maintain highly complex and changing calendars, and schedule appointments, 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.
  • 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.
  • May initiate and facilitate meetings and 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.
  • Anticipate and/or identify needs and issues within the organization and proactively initiate and/or facilitate solutions.
  • Compile, prepare and process executive's expense reports through Expensify program.
  • Manage all incoming POs, creating, keeping track, and working closely with vendors, finance, and Engineering team.
  • Reconciling monthly credit card statements for the Engineering department.
  • Screens all incoming correspondence and determine if executive action is needed.
  • 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 administrative support and cross-coverage to manager, executive assistant and administration staff, as necessary.
  • Other duties as required but not limited.


Required Profile (education, experience):

  • Minimum of 5 years of experience supporting Vice Presidents and above or equivalent 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, 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 flexible with time and schedule; able and available to come to work early and/or stay late with minimal advance 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.


Preferred/Assets profile (skills, experience, education):

  • Experience assisting Vice Presidents in a Hi-Tech industry.
  • Experience in highly demanding fast-paced start-up environment.
  • Experience in working with a diverse multi-cultural environment.
  • Must be reliable and work independently.
  • Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines and organizational structure.