Executive Support Specialist

5 days ago


Alameda, California, United States Gateway Recruiting Full time
Job Opportunity:

The Executive Support Specialist will provide high-level administrative support to a Senior Vice President. This individual may also provide backup support to higher-level management as needed.

Job Responsibilities:
  • Responsibilities include all administrative functions of the department:
    • Answering phones and responding to inquiries
    • Calendar management and scheduling appointments
    • Scheduling domestic and international travel
    • Managing correspondence and scheduling couriers
    • Processing expense reports and invoices
    • Meeting and event planning
    • Creating or modifying business documents and presentations
    • Preparing presentations from source materials
    • Handling teleconference and BlackBerry setups
    • Acting as a liaison for remote access issues
  • May include some support for tracking budget expenditures
  • Adheres to executive processes and guidelines
  • Creates board books as requested
  • Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations
  • Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures
  • Orders business cards and stationery
  • Uses advanced software skills to perform work assigned
  • Uses and understands Microsoft Office Suite and other business-specific software
  • Coordinates new employee office set-ups and onboarding
  • May train/coordinate work for new administrative assistants
  • Follows executive onboarding procedures
  • Interacts with high-level executives every day
  • Advanced knowledge and understanding of business processes and requirements
  • Consistently handles confidential or business-sensitive information
  • Data is typically organizational or multi-dimensional
  • Maintains and manages executive calendar
  • Manages domestic and international travel plans using executive guidelines
  • Proactively identifies and resolves scheduling conflicts
  • The primary point of contact for the manager's schedule
Required Qualifications:
  • High School Diploma or GED
  • Minimum of 7 years previous admin experience or equivalent
Preferred Qualifications:
  • Associate's Degree in Secretarial Sciences
  • Ability to operate independently and work on own initiative
  • Advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook

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