Executive Assistant

Net2Source (N2S); San Mateo (CA); On-site; Part time

Job summary

A leading administrative services provider is seeking a detail-oriented Administrative Specialist to support executives in calendar management, travel arrangements, and onboarding of new hires. The ideal candidate will have 5-7 years of experience and strong skills in MS Office and data management. This is a contract position for mid-senior level applicants, offering opportunities to collaborate with a supportive executive team.

Qualifications

• 5-7 years of experience with progressive increases in responsibilities.
• Experience supporting multiple leaders, attention to detail, ability to work independently.
• Must have a good grasp of English (speaking and writing).

Responsibilities

• Provide administrative support for calendar management and travel arrangements.
• Manage onboarding for new hires and contract workers.
• Coordinate events and liaise with guests and vendors.

Skills

Excellent verbal, written, and interpersonal skills

Knowledge of administrative policies and procedures

Experience with data management

Strong communication and organizational skills

Ability to work with minimal supervision

Proven administration experience

Education

BA or BS preferred

Minimum high school diploma with strong administrative experience

Tools

MS Office

Teams

SharePoint Online

Job description

Overview

Provides administrative support to an executive and select team members for calendar management and travel arrangements, onboarding coordination for new hires/contract workers, and event coordination.

Responsibilities

• Provides administrative support to an executive and select team members for calendar management and travel arrangements.
• Manage onboarding for new hires and contract workers, including scheduling introductory meetings, initiating IT onboarding equipment ordering, and requesting/assigning workspace.
• Prioritize workload involving multiple projects across several time zones.
• Proficient with MS Office, Teams, and SharePoint Online.
• Under manager’s direction, create draft reports, documents, presentations, and templates using raw data; may gather data via internet searches.
• Coordinate events including planning, organizing, and implementation of activities.
• Liaise with guests to assess needs and coordinate travel, hotel, expense reports, and materials for presentations.
• Correspond directly with vendors/suppliers.
• Serve as a resource to other administrative assistants and back up the Administrative Coordinator when needed.
• Maintain awareness of the bigger picture and influence workflows accordingly.

Experience & Skills

• Excellent verbal, written, and interpersonal skills.
• Knowledge of administrative policies and procedures; strong proofreading/editing of technical documents.
• Experience with data management and advanced knowledge of MS Office, Teams, SharePoint Online.
• Ability to work with minimal supervision; occasional direction for non-routine duties.
• Proven administration experience supporting senior management in a fast-paced environment.
• Willingness to learn company processes and systems; initiative; resilience under pressure.
• Strong communication and organizational skills; comfortable working with ambiguity.
• BA or BS preferred; minimum high school diploma with strong administrative experience.

Behaviors

• Resilience in ambiguous environments.
• Ability to engage with multiple stakeholders to achieve objectives.
• Curiosity and learning agility.
• Organizational and prioritization skills; process-oriented to achieve objectives.

Required Experience & Qualifications

• Years of Experience: 5-7 years with progressive increases in responsibilities.
• Top 3 Required Skill Sets: Experience supporting multiple leaders, attention to detail, ability to work independently, and ability to pivot quickly as priorities change.
• Top 3 Nice to Have Skill Sets: mature, calm, approachable demeanor.
• Unique Selling Point: collaboration with reasonable, fair, and supportive exec team.
• Disqualifiers: Must have a good grasp of English (speaking and writing).

Seniority level

• Mid-Senior level

Employment type

• Contract

Job function

• Administrative

Note: This is a sanitized job description; location and inferred salary ranges may appear elsewhere in the posting.