Executive Assistant

Madison-Davis; Menlo Park (CA); On-site; USD 66,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Job summary

Madison-Davis, LLC is seeking an organized and motivated Executive Assistant to provide day-to-day support to senior managers and department staff. You will coordinate schedules and meetings, maintain records, prepare correspondence and reports, and assist with general office operations.

The ideal candidate is proactive, communicates effectively, and is interested in developing their professional skills in an in-office environment.

Qualifications

• Organized and proactive Administrative Assistant experience preferred.
• Ability to coordinate schedules and prepare reports.
• Strong communication skills and teamwork.

Responsibilities

• Provide administrative and operational support to senior managers and department staff.
• Coordinate calendars, meetings, appointments, interviews, and events, including travel arrangements when needed.
• Answer phone calls, assist visitors, and respond to routine administrative inquiries.
• Prepare, edit, and distribute correspondence, meeting agendas, minutes, and other departmental documents.
• Maintain organized files, databases, records, and departmental documentation.
• Assist with preparing recurring and ad hoc reports, gathering information, and performing basic data analysis.
• Coordinate with other departments to help resolve routine administrative and operational issues.
• Support departmental projects, planning activities, and the execution of team goals.
• Manage incoming and outgoing mail and help ensure timely responses to written inquiries.
• Assist with training or guiding junior staff when required and complete additional duties as assigned.

Job description

Title: Executive Assistant

Office Status: In-Office

Pay Rate: $56.82

Contract Length: Not specified

ABOUT THE ROLE

A well-established organization is seeking an organized and motivated Administrative Assistant to provide day-to-day support to senior managers and department staff. This role involves coordinating schedules and meetings, maintaining records, preparing correspondence and reports, and assisting with general office operations. The ideal candidate is proactive, communicates effectively, and is interested in developing their professional skills.

RESPONSIBILITIES

• Provide administrative and operational support to senior managers and department staff.
• Coordinate calendars, meetings, appointments, interviews, and events, including travel arrangements when needed.
• Answer phone calls, assist visitors, and respond to routine administrative inquiries.
• Prepare, edit, and distribute correspondence, meeting agendas, minutes, and other departmental documents.
• Maintain organized files, databases, records, and departmental documentation.
• Assist with preparing recurring and ad hoc reports, gathering information, and performing basic data analysis.
• Coordinate with other departments to help resolve routine administrative and operational issues.
• Support departmental projects, planning activities, and the execution of team goals.
• Manage incoming and outgoing mail and help ensure timely responses to written inquiries.
• Assist with training or guiding junior staff when required and complete additional duties as assigned.