Executive Administrative Assistant

The Planet Group; Palo Alto (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

The Planet Group is seeking an organized administrative professional to support a supervisor, department manager, or chair by prioritizing tasks and resolving routine problems. The role involves coordinating conferences, travel, calendars, and communications, with attention to accuracy and timely delivery.

You will plan events, manage materials and budgets, prepare reports and presentations, and ensure policies are followed.

Responsibilities

• Act on behalf of supervisor to establish priorities and resolve administrative problems.
• Oversee scheduling and organize conferences, seminars, and events within budget.
• Draft documents and correspondence for presentations, grants, and reports; edit and fact-check.
• Plan calendars and travel in line with policies; resolve calendaring conflicts.
• Create complex reports and spreadsheets using specialized software.
• Process financial transactions, monitor budgets, reconcile statements, and assist with vendor selection.
• Coordinate maintenance, office moves, and minor renovations.
• Note: duties may vary by department; employees may perform other duties.

Job description

• Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact-checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendars (s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.