Executive Assistant

2 months ago

Palo Alto, California, United States Aston Carter Full time

We are hiring for an Executive Assistant to support multiple Directors for a Global Leading Tech company.

Hybrid schedule and must commute to Palo Alto, CA

Duration: 6 month Contract (high possibility for extension and conversion)

Full time, 40 hours a week from hours 9am - 5pm PST

Hybrid schedule to Palo Alto, CA office (3 days onsite, 2 days remote)

Job Responsibilities

Currently innovating the shopping experience for customers worldwide and is looking for an Executive Assistant to support multiple Directors in the Search team. This team creates powerful, customer-focused solutions and technologies. Whenever a customer visits an Amazon store and types in a query or browses through product categories, this teams services go to work. This is a great opportunity to join an impactful business and a stellar Executive Assistant team, with a variety of new challenges and responsibilities for you to grow and further your professional career.

This Executive Assistant will need a strong sense of urgency while working independently on short-term and long-term assignments. We require proactive support to get things done – but also someone who can suggest and implement ways to improve processes for long-term success. The right candidate will be customer-service oriented, have strong attention to detail and quality while still meeting tight deadlines, have great organization skills and have the ability to switch gears at a moment's notice. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company is important, as is a good sense of humor.

Other key responsibilities include:

  • Effective and proactive support of multiple complex calendars and email management
  • Serving as a business partner by ensuring strategic, proactive and thoughtful support of the rhythm of the business; through collaboration with other Executive Assistants, Finance & HR Partners on key business events
  • Organizing, prioritizing, and appropriately handling time-sensitive, confidential information and ensuring action/attention required is addressed
  • Tracking and helping drive completion of key deliverables and following up on outstanding items
  • Driving key team activities (such as staff meeting agendas, all-hands meetings)
  • Managing large group logistics
  • Ownership of domestic & international travel arrangements for executives
  • Participate in planning of large events and summits
  • End to end project and program management experience.
  • Having fun at work and help others do the same

Business Group:

  • Search business - Ecommerce website for website and mobile app
  • Make sure customers can find products easily.
  • Make Machine learned algorithms for customer shopping

Daily Schedule:

  • During normal business hours available as needed for who they support
  • Getting on computer, checking emails, making sure leader is set for the day
  • Scheduling meetings, may need to manage offsite or e-meetings
  • Expense reporting etc.

Required Qualifications:

  • 5+ years of work experience assisting at the executive level in a fast-paced environment
  • 5+ years of experience with complex calendar management
  • Experience with the Microsoft Office Suite, specifically Outlook, Word, Excel, SharePoint, and PowerPoint
  • Experience with space management
  • Experience with domestic and international travel coordination
  • Experience with end to end project management
  • Visibility with events, morale, speaking with other people, (NOT someone who wants to be invisible and hide behind the screen)

Additional Requirements:

  • Project management
  • Owning speaker events
  • Calendar management across International Time zones
  • Someone who wants to go above and beyond and prove that they should be offered FTE
  • Degree or Certification: Bachelor's Degree (recommended)

Leadership Principles:

  • Ownership
  • Earns Trust

Duration: 6 month Contract (high possibility for extension and conversion)

Full time, 40 hours a week from hours 9am - 5pm PST

Hybrid schedule to Palo Alto, CA office (3 days onsite, 2 days remote)

We reserve the right to pay above or below the posted wage based on factors unrelated to sex, race, or any other protected classification. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. This temporary role may be eligible for the following:

· Medical, dental & vision

· 401(k)/Roth

· Insurance (Basic/Supplemental Life & AD&D)

· Short and long-term disability

· Health & Dependent Care Spending Accounts (HSA & DCFSA)

· Transportation benefits

· Employee Assistance Program

· Time Off/Leave (PTO, Vacation or Sick Leave)

About Aston Carter:

Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you.

At Aston Carter, we're dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions – from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.

Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients' capabilities by seeking solvers and delivering solutions to address today's workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit Aston Carter is a company within Allegis Group, a global leader in talent solutions.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call or email for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.

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