Admin Assistant

Apptad Inc; San Francisco (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Apptad Inc. in San Francisco seeks an experienced executive assistant to provide comprehensive support to senior executives and the leadership team. You will manage complex calendars, coordinate meetings and travel, prepare materials, and ensure executives are prepared for daily schedules.

This role requires strong communication, meticulous attention to detail, and the ability to work independently in a fast-paced, global environment.

Qualifications

• Experience supporting senior executives.
• Excellent written and verbal communication.
• Proactive, independent worker.
• Ability to manage complex travel itineraries.
• Flexible and adaptable to changing priorities.

Responsibilities

• Provide comprehensive administrative support to senior executives and the broader leadership team.
• Coordinate meetings, telepresence, conference rooms and travel schedules.
• Review incoming meeting requests and correspondence, respond or redirect proactively, and ensure executives are prepared for each day's meetings with accurate calendars, agendas and supporting materials.
• Arrange detailed domestic and international travel and maintain frequently changing itineraries in Concur.
• Prepare and process expense reimbursements accurately and on time.
• Draft memoranda and correspondence; capture meeting notes, decisions and follow-up actions.
• Maintain accurate records; coordinate supplies and access requests; distribute communications to teams; and support leadership routines and staff events and outings.
• Work closely with the Business Support Manager / COO to ensure executives and the organization are fully supported.
• Provide backup support to other senior leaders when needed and coordinate effectively across a complex global organization

Skills

Executive presence

Calendar management

Professional communication

Prioritization

Time management

Multitasking

Relationship building

Attention to detail

Service orientation

Tools

Concur

Microsoft Outlook

Job description

Roles & Responsibilities

Provide comprehensive administrative support to senior executives and the broader leadership team. Manage complex calendars, meetings, telepresence, conference rooms and travel schedules. Review incoming meeting requests and correspondence, respond or redirect proactively, and ensure executives are prepared for each day's meetings with accurate calendars, agendas and supporting materials. Arrange detailed domestic and international travel and maintain frequently changing itineraries in Concur. Prepare and process expense reimbursements accurately and on time. Draft memoranda and correspondence; capture meeting notes, decisions and follow-up actions. Maintain accurate records; coordinate supplies and access requests; distribute communications to teams; and support leadership routines, staff events and outings. Work closely with the Business Support Manager / COO to ensure executives and the organization are fully supported.

Provide backup support to other senior leaders when needed and coordinate effectively across a complex global organization

Generic Managerial Skills, If any

Strong executive presence and professional communication skills Resourceful, proactive and able to work independently

Effective prioritization, time management and multitasking in urgent, deadline-driven settings

Ability to build productive relationships with executives, support staff and global teams

Adaptable to frequent changes in priorities, schedules and organizational needs

Excellent attention to detail, quality and follow-through

Positive, patient and service-oriented approach