Administrative Support Specialist

4 weeks ago

Stanford, California, United States Kforce Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant to provide advanced administrative support to upper-level executives within our organization. The ideal candidate will have a strong background in administrative services, excellent communication skills, and the ability to work independently with minimal supervision.

Key Responsibilities
  • Provide administrative support to senior executives, including scheduling appointments, managing calendars, and preparing expense reports.
  • Manage complex meetings, including preparing agendas, taking minutes, and following up on action items.
  • Act as a gatekeeper, screening and prioritizing phone calls and emails, and responding to routine inquiries on behalf of executives.
  • Manage all aspects of executive travel, including international trips, visa applications, and managing travel budgets.
  • Handle sensitive and confidential information with discretion and maintain strict confidentiality protocols.
  • Generate statistical and analytic reports for utilization by the organization for strategic planning in the administrative function.
  • Act as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders.
  • Coordinate the administrative work within the department/division, while working with other departments/divisions and companies.
Requirements
  • High School diploma/GED/Higher Secondary education or commensurate work experience or demonstrated competence.
  • Typically has 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.
  • Administrative Support, Booking, Calendar Management, Customer Relationship Management, Event Planning, Executive Information Systems, Expense Reports, Google Workspace, Invoicing, Microsoft SharePoint, Office Equipment, Office Management, Office Supply Management, Organizational Charts, Proofreading, Purchasing, SAP Concur (Travel and Invoice Software), Taking Meeting Minutes, Travel Arrangements, Workflow Management.
Cross-Org Skills
  • Effective Communication, Results Orientation, Learning Agility, Digital Fluency, Customer Centricity.
Impact & Scope
  • Impacts multiple departments and leads large, cross-division functional teams or projects.
Complexity
  • Works on assignments that are highly complex in nature where a strong degree of initiative and technical knowledge are required to resolve problems.

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