Executive Assistant I

Rishabh RPO; San Carlos, California (CA, MO); On-site; USD 70,000 - 100,000; Full time

Job summary

Rishabh RPO in San Carlos, CA is seeking an Executive Assistant I to support a member of the Executive Leadership team. The role requires managing complex calendars, coordinating extensive travel, preparing itineraries, and handling expense reports with discretion.

You will format confidential documents, draft internal and external communications, and prepare sophisticated PowerPoint presentations. The position also covers meeting coordination, project support, and recruiting assistance for

Qualifications

• Ability to multi-task in a fast-paced environment with proactive work ethic.
• Outstanding organization with ability to handle competing priorities.
• Advanced knowledge of PCs including Word, Excel, PowerPoint, and Outlook; strong calendaring.
• Excellent written and interpersonal communication skills.
• Independent and accurate work with minimal supervision.
• Ability to interact with all levels of management and stakeholders.
• Follow procedures, guidelines, and safety requirements.
• Discretion handling confidential information.

Responsibilities

• Manage complex calendars, make extensive travel arrangements, prepare itineraries, and expense reports.
• Format and compose confidential and non-routine documents and correspondence.
• Execute timely and professional communication internally and externally.
• Prepare complex PowerPoint presentations.
• Coordinate conferences and meetings, both on-site and off-site.
• Handle confidential material in an appropriate manner.
• Provide basic administrative support to local and global team members.
• Assist with planning and execution of administrative projects including research, formatting, and summarizing results.
• Train and supervise junior level administrative colleagues as required.
• Screen telephone calls, take messages, redirect calls, and respond to inquiries regarding company policies/procedures.
• Establish E-Req/PO's, contracts as requested for vendors and consultants.
• Order catering for meetings involving Executive Team unless otherwise specified.
• Follow up on due dates for pre-reads to Executive Team and ensure they are uploaded onto SharePoint if necessary.
• Order/maintain office supplies for Executive Team.
• Provide recruiting support, such as interview scheduling and reviewing resumes.

Skills

Calendar management

Travel coordination

PowerPoint

Outlook

Communication

Discretion

Multi-tasking

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Title: Executive Assistant I
Location: 75 Shoreway Road, Suite B San Carlos, CA 94070
Start Date: 9+ Months (Possible extension for longer duration)

Summary

Reporting to an Executive Leadership team member, under limited direction and own initiative, proactively manage a variety of advanced and standard administrative functions.

Primary Responsibilities

• Manage complex calendars, make extensive travel arrangements, prepare itineraries, and expense reports.

• Format and compose confidential and non-routine documents and correspondence.

• Execute timely and professional communication internally and externally.

• Prepare complex PowerPoint presentations.

• Coordinate conferences and meetings, both on-site and off-site.

• Handle confidential material in an appropriate manner.

• Provide basic administrative support to local and global team members.

• Assist with planning and execution of administrative projects that includes researching and gathering information from various sources, formatting, analyzing, and summarizing results (e.g. organization of special events).

• Train and supervises junior level administrative colleagues as required.

• Screen telephone calls, take messages, redirect calls, and respond to inquiries regarding company policies/procedures.

• Establish E-Req/PO's, contracts as requested for vendors and consultants.

• Order catering for meetings involving Executive Team unless otherwise specified.

• Follow up on due dates for any pre-reads to Executive Team and ensure they are uploaded onto SharePoint if necessary.

• Order/maintain office supplies for Executive Team.

• Provide recruiting support, such as interview scheduling and reviewing resumes.

Knowledge, Skills, and Abilities

• Ability to multi-task in a fast-paced environment while demonstrating a proactive and superior work ethic and an acute attention to detail.

• Outstanding organization skills with an ability to success-fully handle simultaneous priorities.

• Advanced knowledge of PCs including Word, Excel, PowerPoint, and Outlook; superior Outlook calendaring skills a must.

• Excellent written and interpersonal communication skills.

• Must be able to work effectively, independently and accurately with minimal supervision.

• Ability to interact with all levels of management, a wide range of stakeholders within and outside the company.

• Must be able to follow established procedures and guidelines and abide with safety requirements.

• Absolute discretion when dealing with sensitive and confidential information.

Experience

• 8 years experience of progressively advanced administrative experience.

• 3 5 years experience as an Executive Assistant supporting a senior level executive in an international corporate setting.