Senior Executive Assistant

Belcan; San Carlos (CA); On-site; USD 96,000 - 141,000; Full time

Job summary

Belcan is seeking an Executive Assistant on a 9 Months Contract with potential temp-to-perm in San Carlos, CA. You will report to an Executive Leadership team member and manage a wide range of administrative duties with limited direction.

Responsibilities include calendar management, travel coordination, confidential communications, and preparing presentations for senior leaders. This role requires meticulous organization, strong multitasking, and the ability to work independently in a

Qualifications

• 8 years of progressively advanced administrative experience.
• 3–5 years as an Executive Assistant supporting a senior executive in an international corporate setting.
• Strong calendar management, travel planning, and document formatting capabilities.

Responsibilities

• Manage complex calendars, arrange extensive travel, prepare itineraries and expense reports.
• Format confidential and non-routine documents and correspondence.
• Execute timely professional communication internally and externally.
• Prepare complex PowerPoint presentations.
• Coordinate conferences and meetings on- and off-site.
• Handle confidential material appropriately.
• Provide recruiting support such as interview scheduling and resume review.
• Train and supervise junior administrative staff as needed.

Skills

Calendar management

Travel coordination

PowerPoint

Outlook

Discretion

Communication

Multitasking

Executive support

Tools

Word

Excel

PowerPoint

Outlook

Job description

Duration: 09 Months Contract (Potential temp to perm)

Pay Rate: $46/hr. - $68 (DoE)

Shift Time: 1st shift

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 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

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.