Executive Assistant I

Belcan Corporation; San Carlos (CA); On-site; USD 63,000 - 94,000; Full time

Job summary

Belcan Corporation in San Carlos, CA is seeking an Executive Assistant I to support a member of the Executive Leadership team. This role requires proactive, confidential handling of a broad range of administrative duties and a high degree of initiative.

The successful candidate will manage complex calendars, coordinate extensive travel, prepare presentations, and handle confidential materials with discretion.

Qualifications

• 8 years progressive administrative experience
• 3-5 years as EA supporting senior-level executive in international setting
• Advanced PC skills: Word, Excel, PowerPoint, Outlook
• Ability to manage complex calendars and travel arrangements
• Strong written and interpersonal communication
• Able to handle confidential information with discretion

Responsibilities

• Manage complex calendars and travel arrangements.
• Prepare itineraries and expense reports.
• Format confidential and non-routine documents and correspondence.
• Prepare complex PowerPoint presentations.
• Coordinate on- and off-site conferences and meetings.
• Handle confidential material appropriately.
• Support local and global team members administratively.
• Assist with administrative projects and event planning.
• Train and supervise junior administrative staff as required.
• Screen calls and manage inquiries about policies and procedures.
• Order contracts and requisitions for vendors and consultants.
• Coordinate catering for executive meetings.
• Follow up on pre-reads and upload to SharePoint as needed.
• Order and maintain office supplies for the Executive Team.
• Provide recruiting support, including interview scheduling.

Skills

Calendar management

Travel coordination

Communication

Discretion

Multi-tasking

Independent work

Tools

Word

Excel

PowerPoint

Outlook

Job description

Job Title: Executive Assistant I. Location: San Carlos, CA. Pay rate: $46 - $68/hr. Zip Code: 94070. Area Code: 650. Start Date: Right Away. Keywords: #SanCarlosJobs; #AssistantJobs; #INDP+.

Job Description

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- and off- site.
• Handle confidential material in 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

Belcan is an equal opportunity employer. Your application and candidacy will not be considered based on race, color, sex, religion, creed, sexual orientation, gender identity, national origin, disability, genetic information, pregnancy, veteran status or any other characteristic protected by federal, state or local laws.