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Administrative Support Specialist for Engineering Executives

2 months ago

San Francisco, California, United States Bee Talent Solutions Full time

This position is entirely remote and is designed for candidates based in the United States, with a preference for those in the Pacific Time Zone.

The Administrative Support Specialist will deliver essential administrative and logistical assistance to six Vice Presidents within the Engineering division. As the team is experiencing significant growth, this role is vital for the success of both the leaders and the organization.

Key Responsibilities:

  • Oversee and optimize the calendars of six Vice Presidents to enhance time management, while proactively resolving potential scheduling conflicts.
  • Assist in organizing and facilitating team meetings and events, including managing logistics and providing presentation support.
  • Collaborate with the Engineering Operations Manager to maintain the operational rhythm of the business, ensuring meeting agendas align with business objectives, documenting notes, and tracking action items.
  • Adhere to deadlines by employing an organized methodology and effectively prioritizing and coordinating multiple tasks in a dynamic environment.
  • Engage regularly with other administrative professionals and cross-functional team members for scheduling purposes.

Required Skills:

  • A minimum of 3 years of experience as an Executive Assistant, preferably supporting multiple remote executives.
  • Proven ability to manage schedules and logistics across various time zones.
  • Proficient in productivity and collaboration platforms such as Google Workspace, Slack, and Zoom.
  • Exceptional time management abilities and meticulous attention to detail.
  • Capacity to adapt to shifting priorities and requirements.
  • Prior experience in a remote or distributed work environment.
  • Strong verbal and written communication skills.

Success Factors:

  • Adaptability: Demonstrates flexibility in response to changes.
  • Organization: Exhibits strong time, space, and task management capabilities.
  • Proactivity: Possesses the foresight to identify potential issues and take preventive measures.