Administrative/Executive Assistant T2

3 weeks ago

Palo Alto, United States SAP Full time $26 - $39
Job DescriptionJob Description

Remote candidates are okay
40 work week, no OT expected
Previous SAP background is a BIG Plus
New role - for growth
Possible temp to perm ideally if all works out and there is headcount/budget approval if/when the time comes

Key Responsibilities Tasks

Responsible for the operation of daily office functions and duties, including active and autonomous administrative support to the manager. May perform and / or administer some special projects in collaboration with various staff and departments.
This includes:
? Managing diary/calendar and e-mails for the Managers on their behalf, potentially also including calls and voicemails. Including prioritizing time and attendance.
? Proactively manage actions and reminders, following up on deliverables and action items. Help set agendas and review content for Leadership meetings.
? Managing internal and potentially external correspondence
? Arranging meetings for Managers including co-ordination of Team Meetings and larger external events.
?Manage logistics for quarterly executive off-sites and other meetings and events as needed
? Co-ordination of travel arrangements, including organizational preparation and follow up like booking and travel expenses
? Booking meeting rooms / venues for the team.
?Attend meetings, take notes on action items, and follow up with content and deliverables as needed.
? Managing Workflows and monitoring items like vacation requests, purchase orders, internal orders, distribution lists, Inventory etc.
? Perform and monitor purchase activities (e.g. office material, business cards, 3rd Party purchasing), including master data creation and administration, creation of shopping carts, reporting and tracking on purchase orders Updating materials including PowerPoint and excel spreadsheets for meetings and presentations
? Manage the operational cadence of the organization to ensure that all pre-planning, meeting scheduling, work with COS and PMO to follow-ups are completed for major initiatives project across teams.
? Preparation and follow up of meetings including taking meeting minutes.
? Manage shared drives and communities
? Partner with Managing Directors Office Internal Communication to coordinate company-wide communications
? Admin support for new starters into the team to include ordering of equipment and monitoring induction.
? Central contact and all other ad-hoc support as needed by Manager and his/her team.
? Resolving issues with some complexity with limited guidance
? Developing collaborative work relationships within own team and cross-functional, including representation of team towards senior management
? Supporting internal projects, including decision taking within clearly defined framework of departmental guidelines and practices
? Supporting knowledge sharing within the team and prepares decision taking
? Community Building Best Practice Sharing between different offices
? Proactive and able to identify and solve problems
? Take ownership of small projects as they come up like support vendor management in Ariba, manage contingent worker progress in Fieldglass.
? Managing controlling and reporting activities on behalf of manager, e.g. creation, staffing and reporting on internal orders, reporting on cost centers and profit centers, creation and maintenance of C-Users
? Monitoring budget

Experience Language Requirements
? 3 to 5 years of experience as secretary or comparable experience
? Demonstrated proficiency with MS Office Tools
? Experience with SAP internal Tools like Corporate Portal, ISP, CSN
? English: Level 3: Fluent

Education
? Apprenticeship as secretary or commercial qualification or comparable experience

Qualitative Key Success Factors
? Ensure smooth office processes
? Tasks and responsibilities are executed on time and with high quality
? Best Practice Sharing between different secretaries
? Thinks out of the box
? Capability to work in international environment and virtual teams

Accountability
responsible for delivery of outcome of assigned sub projects
works independently within given area of responsibility (within defined policies and processes)
contributes to milestones

Complexity
contributes and works on sub projects and activities with moderate level of complexity
work is independent collaborative in nature.
provides regular updates to manager or project manager on project status
Decisions/solutions can essentially enhance existing systems processes

Experience
strong competence with various tools, procedures, programming languages used to accomplish the job

Communication
builds collaborative work relationships with similar functions across SAP
communicates clearly, in a way that others can understand within defined processes policies
communicates relevant messages in a timely manner and with constructive feedback to colleagues managers

  • Executive Administrative Assistant I

    2 months ago

    Palo Alto, California, United States Elevance Health Full time

    Executive Administrative Assistant I - Digital and Corporate Enterprise LegalLocation: The ideal candidate will live within 50 miles of one of our Elevance Health PulsePoint locations.Elevance Health supports a hybrid workplace model (virtual and office) with PulsePoint sites used for collaboration, community, and connection, with the minimum in-office...

  • Executive Administrative Assistant

    2 days ago

    Palo Alto, United States California People Search, Inc. Full time

    A prominent venture capital and growth investment firm is in search of a highly organized and detail-oriented Executive Assistant to facilitate the establishment of a new office set to open in 2025. Initially, the position will be remote, transitioning to an in-office role three times a week. Calendar Management: Oversee a dynamic and ever-changing calendar...

  • Executive Administrative Assistant

    21 hours ago

    Palo Alto, United States California People Search, Inc. Full time

    A prominent venture capital and growth investment firm is in search of a highly organized and detail-oriented Executive Assistant to facilitate the establishment of a new office set to open in 2025. Initially, the position will be remote, transitioning to an in-office role three times a week. Calendar Management: Oversee a dynamic and ever-changing calendar...

  • Executive Assistant II

    3 weeks ago

    Palo Alto, United States Stanford Health Care Full time

    1.0 FTE Full time Day - 08 Hour R2439726 Hybrid 86514 HUMAN RESOURCES Other 300 Pasteur Dr, PALO ALTO, California If you're ready to be part of our legacy of hope and innovation, we encourage you to take the first step and explore our current job openings. Your best is waiting to be discovered. This is a Stanford Health Care job. A Brief Overview We are...

  • Executive Assistant

    1 month ago

    Palo Alto, California, United States Lucile Packard Children's Hospital Stanford Full time

    Administrative Support 1.0 FTE, 8 Hour Day Shift At Stanford Children's Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled...

  • Executive Assistant

    1 month ago

    Palo Alto, United States Wilson Sonsini Full time

    Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has...

  • Administrative Assistant

    6 days ago

    Palo Alto, United States Electric Power Research Institute (EPRI) Full time

    Job Title: Administrative Assistant Location: Palo Alto, CA Job Summary and Description: Provides administrative support to multiple departments/program research areas through partnership with Department/Program Manager. Performs a variety of administrative support to assist staff members with complex details and advanced administrative duties. Executes...

  • Chief Executive Officer's Executive Assistant

    2 weeks ago

    Palo Alto, California, United States Career Group Full time

    Position Overview:Our client, a dynamic technology start-up, is in search of an exceptional Executive Assistant to provide comprehensive support to the CEO and CTO. This role encompasses a variety of high-level and strategic administrative responsibilities, including intricate travel planning, calendar management, meeting coordination, and assistance with...

  • Executive Administrative Coordinator

    5 days ago

    Palo Alto, California, United States The University of Mississippi Full time

    Note for Current EmployeesCurrent employees must apply internally via the designated portal.Position OverviewThis role is designed to provide comprehensive support to the department head within a large or intricate unit by executing advanced administrative functions that involve planning, managing, and reporting on the operations of the academic division....

  • Chief Executive Officer's Executive Assistant

    2 weeks ago

    Palo Alto, California, United States Career Group Full time

    Position Overview:Our client, a dynamic technology start-up, is in search of an exceptional Executive Assistant to provide comprehensive support to the CEO and CTO. This pivotal role encompasses a variety of high-level administrative responsibilities, including extensive travel coordination, calendar management, meeting organization, and assistance with...

  • Senior Executive Assistant

    3 days ago

    Palo Alto, California, United States IntelliPro Group Inc. Full time

    Job DescriptionJob Title: Executive Assistant to CEOFull time Job Type: PermanentLocation: RemoteSalary: $150k- $200k + BenefitsAbout Us:IntelliPro Group Inc. is a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart.Job...

  • Executive Assistant

    2 weeks ago

    Palo Alto, United States Jerry Full time

    Job DescriptionJob DescriptionWe'd love to hear from you if you like:Making a big impact on day one with a Forbes Top Startup EmployerWorking at a startup that has traction ($240M in funding | 40X revenue growth in 4 years)Mentorship from serial entrepreneurs and brilliant leaders who have scaled companies like Nvidia, Nerdwallet, Better, Wayfair,...

  • Administrative Assistant

    3 weeks ago

    Palo Alto, California, United States Electric Power Research Institute Full time

    Job Title:Administrative AssistantLocation:Palo Alto, CAJob Summary and Description:Provides administrative support to multiple departments/program research areas through partnership with Department/Program Manager. Performs a variety of administrative support to assist staff members with complex details and advanced administrative duties. Executes special...

  • Executive Assistant to CEO

    3 days ago

    Palo Alto, California, United States IntelliPro Group Inc. Full time

    Job DescriptionJob Title: Executive Assistant to CEOFull time Job Type: PermanentLocation: RemoteSalary: $150k- $200k + BenefitsAbout the Role:We are seeking a highly skilled and experienced Executive Assistant to provide top-level administrative support to our CEO. The ideal candidate will be a detail-oriented and organized individual with excellent...

  • Administrative Assistant

    3 weeks ago

    Palo Alto, United States Electric Power Research Institute Full time

    Job Title: Administrative Assistant Location: Palo Alto, CA Job Summary and Description: Provides administrative support to multiple departments/program research areas through partnership with Department/Program Manager. Performs a variety of administrative support to assist staff members with complex details and advanced administrative...

  • Senior Executive Assistant

    2 weeks ago

    Palo Alto, California, United States Stanford Health Care Full time

    Position OverviewStanford Health Care is in search of a dedicated Senior Executive Assistant to provide comprehensive support to the Chief Human Resources Officer (CHRO). This role is essential in facilitating effective communication and collaboration among executive leaders within the organization.Key ResponsibilitiesManage and prioritize incoming...

  • Senior Executive Assistant to CEO

    2 weeks ago

    Palo Alto, California, United States Career Group Full time

    Position Overview:Our client, a dynamic technology firm, is in search of an exceptional Executive Assistant to provide comprehensive support to the CEO and CTO. This position encompasses essential high-level administrative responsibilities, including intricate travel planning, calendar management, meeting coordination, assistance with presentations, and...

  • Executive Assistant

    1 week ago

    Palo Alto, United States Voltai Full time

    About VoltaiVoltai’s mission is to re-build the physical world through developing super-intelligence to accelerate the pace of hardware innovation. Our focus is to build frontier models that could understand one of the world’s most complex technologies—semiconductor and electronics.About the RoleWe’re seeking an Executive Assistant who is highly...

  • Senior Executive Assistant to CEO

    2 weeks ago

    Palo Alto, California, United States Career Group Full time

    Position Overview:Our client, a dynamic technology firm, is in search of a highly skilled Executive Assistant to provide comprehensive support to the CEO and CTO. This pivotal role encompasses essential high-level administrative functions, including intricate travel planning, calendar management, meeting coordination, and assistance with presentations. If...

  • Senior Executive Assistant to CEO

    2 weeks ago

    Palo Alto, California, United States Career Group Full time

    About the Role:Our client, a dynamic technology firm, is in search of an exceptional Executive Assistant to provide comprehensive support to the CEO and CTO. This position involves critical high-level and strategic Executive Assistant responsibilities, including extensive travel coordination, calendar management, meeting organization, assistance with...