Admin Assistant

Ztek Consulting INC; San Francisco (CA); On-site; USD 75,000 - 110,000; Full time

Job summary

Ztek Consulting INC is seeking an experienced Executive Assistant to support senior executives and the leadership team in a fast-paced, global environment. You will manage calendars, travel, meetings, and communications, ensuring executives are prepared with agendas and materials for each day.

The role requires discretion, strong communication, and the ability to coordinate across a complex organization. You will partner with the COO and Business Support Manager to keep leadership operations

Qualifications

• Experience supporting senior executives.
• Ability to manage complex calendars and travel.
• Experience with travel systems and expense reporting.

Responsibilities

• Manage complex calendars, meetings, telepresence, conference rooms, and travel schedules.
• Review meeting requests and prepare executives for daily meetings with calendars, agendas and materials.
• Arrange domestic and international travel and itineraries in Concur.
• Prepare and process expense reimbursements accurately and on time.
• Draft memoranda and correspondence; capture meeting notes, decisions and follow-up actions.
• Coordinate communications, supplies and access requests; support leadership routines and staff events.
• Provide backup support to other senior leaders and collaborate across the organization.

Skills

Executive presence

Professional communication

Independent work

Prioritization & time management

Relationship building

Adaptability

Attention to detail

Job description

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