Administrative Assistant

Ztek Consulting, Inc.; San Francisco (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Ztek Consulting, Inc. is seeking an experienced Administrative Assistant to provide daily support to Managing Directors and Directors. You will manage calendars, arrange meetings, greet visitors, answer phones, and coordinate travel and logistics.

You will also prepare documents, proofread, and assist with presentations. The role requires strong organizational skills, attention to detail, and the ability to work independently in a fast-paced environment.

Qualifications

• Experience supporting senior management or executives.
• Strong calendar and travel coordination skills.
• Ability to multitask and meet deadlines in a fast-paced environment.

Responsibilities

• Maintain busy calendars and schedule meetings for senior leaders.
• Greet visitors, answer phones, and coordinate conference rooms.
• Arrange travel itineraries including flights, hotels, and car service.
• Prepare background materials and directions for activities.
• Process and track expense reports and reimbursements.
• Draft letters, memoranda, presentations and reports.
• Proofread documents for grammar and spelling; assist in presentations.
• Provide general administrative support: faxing, filing, copying.
• Assist on ad hoc projects as needed.

Skills

Fast-paced environment

Analytical skills

Interpersonal skills

Communication skills

Organizational skills

Attention to detail

Time management

Multitasking

Phone etiquette

Independence

Self-motivation

Education

College degree preferred

Job description

Provide daily administrative support to assigned Managing Directors and Directors of a team in an efficient, detail oriented, and proactive manner. Responsibilities of the position include, but are not limited to: heavy interaction with senior management and their assistants; maintain busy calendars, including scheduling meetings, meeting and greeting visitors and clients, answering phones, coordinating conference rooms and meal arrangements; handle complex travel itineraries including airline reservations, hotel accommodations, car rental reservations, car service arrangements and driving directions as needed; responsible for the daily schedule of one or more individuals, anticipate necessary background material, directions and other items required for each activity on the schedule; process and track expense reports and reimbursements; produce letters, memoranda, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation and spelling; assist in presentation preparation; provide core administrative support such as faxing, filing, and copying; performing ad hoc projects as needed.

Skills:

Ability to perform in a fast paced environment and interact with senior management; strong analytical, interpersonal and communication skills; excellent organizational skills; detail oriented; strong time management skills; ability to handle multiple concurrent assignments, with a high degree of accuracy, and meet deadlines in a high pressure environment; high energy level; excellent phone manner a must; self-starter with the ability to work independently and with minimal guidance.

Education:

College degree preferred or equivalent experience