Administrative Assistant

Base pay range

$35.00/hr - $38.00/hr

Hybrid San Jose: 3 days a week Tues - Thurs

6 month contract potential to extend

Has an immediate need for a talented Sr. Administrative Assistant to provide administrative support to the VPs and various levels of professionals within the Engineering organizations. Seeks the best and brightest candidate who values professional relationships complimented by creativity and teamwork. Further, the right candidate will have demonstrated progressive success as an administrative assistant supporting dynamic, senior‑level executives in a fast‑paced, high‑tech environment.

Must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities with a great attitude and sense of humor. Must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to exercise discretion, independent judgment and capable of analyzing and solving complex and abstract requests.

This position is expected to involve a high degree of confidentiality, creativity, latitude, flexibility and availability for effective and efficient performance for support required.

• Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executives and organizations to optimize their time and take a proactive role to anticipate, identify and initiate/facilitate thoughtful solutions.
• Manage and maintain highly complex and changing calendars, and schedule appointments, meetings, travel, and organizational functions as well prepare flawless communication materials on behalf of internal and external customers.
• Use political savvy and sophistication to filter through and facilitate actionable items.
• Key liaison for the group and on‑the‑job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community and political representatives.
• Work closely with executives, administrative staff, employees and teams creating and maintaining working relationships.
• Perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature.
• May initiate and facilitate meetings and take meeting minutes and manage action items.
• May arrange and plan programs and small events for meetings and entertainment of visitors.
• May perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature. Provide web research as needed.
• May draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, and reports. Review outgoing correspondence for accuracy, format consistency, signatures and conformance with executive procedures.
• Anticipate and/or identify needs and issues within the organization and proactively initiate and/or facilitate solutions.
• Compile, prepare and process executive’s expense reports through Expensify program.
• Manage all incoming POs, creating, keeping track, and working closely with vendors, finance, and Engineering team.
• Reconciling monthly credit card statements for the Engineering department.
• Screens all incoming correspondence and determine if executive action is needed.
• Performs other functions such as organizing and filing confidential files and records systems of the organization, preparation of recurring internal reports, maintaining contacts/customer database, etc.
• Demonstrates a broad company knowledge which includes corporate policies and procedures, organizational structure, business strategies, corporate goals, products, services, customers and competitors.
• Play an active role in creating a safe and healthy workplace and comply with all applicable safety and health rules.
• Provide administrative support and cross‑coverage to manager, executive assistant and administration staff, as necessary.
• Other duties as required but not limited.