Executive Assistant

3 weeks ago

Menlo Park, United States Addison Group Full time
Position: Executive Assistant

Location: Menlo Park, CA

Pay: $55-60 per hour

Position Overview:

We are seeking a highly organized and proactive Executive Assistant to support our client in Menlo Park. The ideal candidate will be a detail-oriented professional with exceptional organizational and communication skills, capable of managing multiple priorities in a dynamic environment. This role is crucial in ensuring the smooth operation of the department and providing essential support for the Foundation's initiatives.

Key Responsibilities:
  • Calendaring & Scheduling:
    • Manage the executive's calendar, scheduling meetings, appointments, and events.
    • Coordinate with internal and external stakeholders to ensure efficient time management.
    • Anticipate and address scheduling conflicts in a timely manner.
  • Expense Management:
    • Prepare, submit, and track expense reports for the executive.
    • Ensure all expenses are accounted for accurately and within budget guidelines.
    • Liaise with the finance team to reconcile any discrepancies.
  • Travel Coordination:
    • Arrange domestic and international travel, including flights, accommodations, and ground transportation.
    • Prepare detailed itineraries, including meeting schedules and travel logistics.
    • Handle last-minute changes or emergencies with a calm and solution-oriented approach.
  • Meeting Notes & Summaries:
    • Attend meetings with the executive, taking comprehensive notes.
    • Prepare and distribute meeting summaries and action items to relevant parties.
    • Follow up on action items to ensure completion.
  • Project Support & Organization:
    • Assist with the planning and execution of Foundation projects.
    • Maintain project timelines and track progress to ensure deadlines are met.
    • Organize and maintain files, documents, and other project-related materials.
  • Event Planning:
    • Plan and coordinate events, including board meetings, conferences, and fundraising events.
    • Manage event logistics, such as venue selection, catering, and guest invitations.
    • Ensure events run smoothly and address any issues that arise promptly.
Qualifications:
  • Bachelor's degree or equivalent experience.
  • Minimum of 5 years of experience as an Executive Assistant or in a similar role.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent written and verbal communication skills.
  • Proven ability to manage multiple priorities and work under pressure.
  • Exceptional organizational skills with attention to detail.
  • Experience with project management and event planning is a plus.
  • Discretion and ability to handle confidential information.
Personal Attributes:
  • Proactive and resourceful, with a can-do attitude.
  • Strong interpersonal skills and the ability to build relationships with stakeholders.
  • A team player who is flexible and adaptable to changing needs.
  • High level of integrity and professionalism.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

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