Administrative Assistant

Ursus; San Jose (CA); On-site; Full time

Job summary

A leading company seeks an Administrative Assistant in San Jose, CA, to provide essential executive support. The role requires expertise in managing calendars, organizing meetings, and maintaining high levels of confidentiality. Ideal candidates have a strong background in administrative functions with a minimum of five years’ experience. This is a full-time, onsite position focused on facilitating effective operations for senior management.

Qualifications

• Five years of experience as an Administrative Assistant supporting executive management.
• Strong written, verbal communication skills and time management.
• Valid California Driver's License preferred.

Responsibilities

• Provides administrative support for board meetings and directors.
• Manages Officer calendars, travel arrangements, and conference registrations.
• Drafts business letters, emails, and meeting minutes.

Skills

Calendar Management

Attention to Detail

Organization

Communication

MS Office

Education

Associate or bachelor's degree

Tools

Microsoft Office

Job description

JOB TITLE: Administrative Assistant
**TOP 3 SKILLS:** Calendar Management, Administrative Assistant, MS Office
LOCATION: San Jose, CA (100% onsite)
DURATION: 6 months+
RATE RANGE: $50-60/hour

The Administrative Assistant performs a variety of highly responsible and confidential administrative duties in the course of providing assistance and support to Officers or department heads. This position requires excellent attention to detail, organization, and the exercise of independent judgment and initiative. This position is located in San Jose, California, and is in office five days per week.

ESSENTIAL FUNCTIONS:

• Participates and assists in the administration of the corporate officer team
• Provides administrative support for board meetings and directors, as needed
• Drafts business letters, e-mails, presentations, spreadsheets
• Serves as a point of contact for a range of internal and external stakeholders
• Schedules, monitors, and updates Officer calendars, including travel arrangements and conference registrations
• Draft meeting minutes and note-taking, as needed
• Plans, manages, and coordinates Company-sponsored luncheons, dinners, and employee functions
• Manages processing of Purchase Orders, invoices, and expense reports
• Maintains filing systems as assigned
• Occasionally required to work long hours, early mornings, evenings, and weekends
• Performs work on-site in the assigned office location
• Performs other similar duties as assigned
• Attends meetings and training as directed by the organization

Minimum Qualifications:

• Associate or bachelor’s degree or related fieldand/orequivalent relevant experience
• Minimum five years of increasingly responsible experience working as an Administrative Assistant supporting executive management
• Excellent organizational and time management skills
• Strong written, verbal, and communication skills
• Self-starter with the ability to work independently and as part of a team
• Expert in the use of Microsoft Office applications
• California Notary Public preferred
• Valid California Driver's License

Required Knowledge, Skills, and Abilities:

• Ability to maintain confidential data and information for executive staff
• Ability to represent executive management in a professional manner
• Ability to work effectively with all levels of employees and executive management
• Ability to perform administrative functions involving the use of independent judgment and initiative and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines
• Ability to communicate professionally, both verbally and in writing, with agencies, consultants, contractors, customers, employees, and vendors
• Outstanding organizational and time management skills
• Demonstrated commitment to providing outstanding customer service
• Flexible and able to prioritize work

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