Executive Assistant I

Creative Solutions Services, LLC; San Carlos (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Creative Solutions Services, LLC is seeking an Executive Assistant I to support a member of the Executive Leadership team. The role involves managing advanced calendars, arranging extensive travel, preparing itineraries and expense reports, and coordinating meetings both on- and off-site.

You will format confidential documents, handle communications, and assist with administrative projects, including event planning.

Qualifications

• 8 years progressive admin experience
• 3–5 years as EA supporting senior execs
• Experience in international corporate setting

Responsibilities

• Manage complex calendars and travel arrangements
• Prepare confidential documents and correspondence
• Coordinate meetings on- and off-site
• Prepare complex PowerPoint presentations
• Screen calls and manage inquiries
• Provide recruiting support such as interview scheduling

Skills

Multi-tasking

Calendar management

PowerPoint

Outlook

Written communication

Tools

Word

Excel

PowerPoint

Outlook

Job description

Executive Assistant I

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

Primary Responsibility

• 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

Exp

• 8 years experience of progressively advanced administra-tive experience; 3-5 years experience as an Executive Assistant supporting a senior level executive in an international corporate setting.