Executive Assistant

4 weeks ago


Santa Clara, United States Aryaka Full time

Description

Executive Assistant/Office Manager

Overview: As the Executive Assistant/Office Manager, you will play a pivotal role in ensuring the smooth and efficient operation of our office environment while providing high-level administrative support to company executives. You will be responsible for managing office facilities, coordinating administrative tasks, and assisting executives with various tasks to optimize their productivity and effectiveness.

Key Responsibilities:

Administrative Support:Provide administrative support to company executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.Prepare and distribute correspondence, reports, presentations, and other documents as needed.Assist with email management, screening calls, and handling inquiries on behalf of executives.Maintain confidentiality and handle sensitive information with discretion. Office Management:Oversee the day-to-day operations of the office, including managing office supplies, equipment, and facilities.Coordinate office maintenance and repairs, liaising with vendors and service providers as necessary.Ensure office cleanliness, organization, and adherence to health and safety standards.Plan and coordinate office events, meetings, and conferences. Communication and Coordination:Serve as the primary point of contact for internal and external stakeholders, including clients, vendors, and visitors.Facilitate communication between departments and teams, ensuring timely dissemination of information.Coordinate with IT support to address technical issues and ensure smooth functioning of office technology. Project Assistance:Assist executives with project management tasks, including research, data analysis, and presentation preparation.Track project deadlines, milestones, and deliverables, providing regular updates to executives as needed.Collaborate with cross-functional teams to support project execution and ensure alignment with strategic objectives.

Qualifications:

Bachelor's degree in business administration, office management, or related field (or equivalent work experience). Proven experience in an office management or executive assistant role, preferably in a fast-paced environment. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Strong communication and interpersonal skills, with the ability to interact effectively with individuals at all levels. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software. Attention to detail and accuracy in all work activities. Ability to maintain confidentiality and exercise discretion when handling sensitive information.

Additional Skills (Preferred):

Experience with project management tools such as Asana, Trello, or Jira. Familiarity with customer relationship management (CRM) systems. Knowledge of basic accounting principles and experience with expense tracking and budget management.
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