Executive Administrator

1 month ago

San Jose, United States Eastridge Full time
Job DescriptionJob Description

Eastridge Workforce Solutions is a leading provider of workforce management solutions, committed to connecting skilled professionals with meaningful career opportunities. We are seeking an Executive Administrator for a company dedicated to developing new products for the ophthalmic market.

Responsibilities:

• Provide administrative support to the Executives and assigned Department Heads (DHs) for SARC & ACL

• Facilitate internal and external communication; Produce or edit presentations, documents, and spreadsheets for the Executives

• Be involved in other aspects of the team’s functions such as collecting and tracking documents as needed

• Proactive calendar management, scheduling meetings/calls for internal and external participants, managing conflicts and working with Administrative staff to coordinate scheduling for Senior Leaders and necessary attendants

• Scheduling meetings and conference rooms in the Meeting Room Booking System (MRBS)

Assist Finance & Legal

• Work with SARC/ACL finance with budget needs for special events, purchases, & outings

• Work with SAS’s AP, AR, Finance teams, etc.

• Any necessary / approved requests made

Assist Facilities

• Procurement and distribution of office supplies

• Maintain office supply / Printer stations

Assist Human Resources

• Working with recruiters by creating interview schedules for candidates

• Finding conference rooms for interviews

• Scheduling interview time on employees' Knox (mySingle/PIMS) and Outlook calendars as needed

• Assist with corporate credit card request

• Update and maintain information and documentation on the Admin Page on Sharepoint

• Create and share process documentation as needed

• Demonstrate SARC/ACL culture as a representative of the team by developing and maintaining strong working relationships with other employees, contractors, vendors, and guests

• Management of “mailman” email groups as assigned

Expenses

• Manage expense reports for Executives and other assigned DH’s

• Track and file expense receipts

• Train employees as needed on how to submit expenses in GERP

• Purchase Orders, Invoices, & preferred vendor submission

• Learn to use our JIRA system to submit these request

Travel

• Plan and process travel arrangements

• Prepare and process travel expense reports and submissions for Executives and assigned DHs

• Submit TR/Ta in GERP

• Expense Trip receipts

• Book car services when necessary

• Submit global roaming for corporate cell phones when traveling internationally

Meetings & Events

• Manage, collaborate, and coordinate team or campus events as necessary, including but not limited to

• Coordinate catering/deliveries for team meetings, breakfast, lunches, etc. as approved/requested by the manager and up

• All hands meeting

Requirements:

• 6-10 years of experience supporting department head-level executives in heavily matrixed organizations

_

Benefits: Use this link bit.ly/4cGUQSh to learn more about benefits available to Eastridge’s temporary employees.From time to time Eastridge’s clients may offer additional benefits to Eastridge employees while on assignment.Information about those benefits will be communicated when applicable.


Eastridge Workforce Solutions is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We celebrate diversity and are committed to creating an inclusive environment for all employees. Please note that Eastridge is unable to provide visa sponsorship to applicants.


Certain clients require Eastridge to perform background checks and Eastridge will consider qualified applicants with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

#IPROPLUS

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