Administrative Assistant

POSITION SUMMARY:

The Administrative Assistant performs a variety of highly responsible and confidential administrative duties in the course of providing assistance and support to Officers or department heads. This position requires excellent attention to detail, organization, and the exercise of independent judgment and initiative. This position is located in San Jose, California and is in office five days per week.

RESPONSIBILITIES:

• Supports the Corporate officer team with administrative responsibilities that requires excellent attention to detail, such as travel documentation, expense reports, and board materials
• Provides administrative support for board meetings and directors, as needed
• Serves as a point of contact for a range of internal and external stakeholders
• Manages calendars, meetings, and schedules, including preparing agendas and proofreading meeting materials and minutes, as needed
• Coordinates email communications, ensuring messages are professional, concise, and error-free
• Organizes, updates, and maintains electronic and physical files, ensuring documents are current and properly versioned
• Assists with document preparation and formatting in Microsoft Word, Excel, and related tools
• Creates and edits presentations, organizing content, formatting slides, and incorporating visuals and charts in PowerPoint
• Tracks action items, follow up on deadlines, and ensure written deliverables are completed accurately and on time
• Communicates effectively with internal and external stakeholders, clarifying written requests and instructions as needed
• Coordinates Company-sponsored meetings and events, managing logistics, scheduling, vendor communication, and supporting execution
• Performs work on-site in the assigned office location
• Performs other similar duties as assigned

QUALIFICATIONS:

• Associate or bachelor's degree or related field and/or equivalent relevant experience
• Five years of increasingly responsible experience working as an Administrative Assistant supporting executive management
• Excellent organizational and time management skills
• Strong communication and interpersonal skills
• Ability to work independently and as part of a team
• Proficient in the use of Microsoft Office applications
• California Notary Public preferred
• Valid California Driver License

Required Knowledge, Skills, and Abilities:

• Ability to perform administrative functions involving the use of independent judgment and initiative
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines
• Ability to maintain confidential data and information for executive staff
• Ability to represent executive management in a professional manner
• Ability to work effectively with all levels of employees and executive management
• Strong business writing skills, including proofreading and grammar
• Ability to communicate effectively, both verbally and in writing, with agencies, consultants, contractors, customers, employees, and vendors
• Demonstrated organizational and time management skills
• Demonstrated commitment to providing outstanding customer service
• Flexible and able to prioritize work

BENEFITS SUMMARY: Individual compensation is determined by skills, qualifications, experience, and location. Compensation details listed in this posting reflect the base hourly rate or annual salary only, unless otherwise stated. In addition to base compensation, full-time roles are eligible for Medical, Dental, Vision, Commuter and 401K benefits with company matching.

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