Executive Assistant-Business Architecture and Solutions

Job Title

Executive Assistant-Business Architecture and Solutions

Requisition Number

R1899 Executive Assistant-Business Architecture and Solutions (Open)

Location

Walnut Creek, California

Additional Locations

Job Information

Provides executive administrative support to 3 executives in the Business Architecture and Solutions Organization

Essential Functions / Principal Responsibilities

  • Strong management of scheduling all internal and external meetings, travel plans, conference calls and day to day activities for senior executive(s). Maximizes appropriate time allocation to senior executives' priorities based on understanding the company goals and his/her individual objectives.
  • Must be one step ahead of the senior executive(s) to organize, remind, prioritize, and manage his/her time and projects to meet all deadlines.
  • Prepares agendas, notices, minutes and resolutions for corporate meetings and coordinates follow up with meeting participants on tasks/issues as appropriate.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Phone call management will include screening and prioritizing all phone calls.
  • Comfortable interacting with clients which may include external senior executives.
  • Writes correspondence on behalf of the senior executive(s). Responds to external correspondence. Types memos, purchase requisitions, payment requests and other department forms and documents.
  • Attends meetings when needed to record and distribute meeting minutes.
  • Understands and can navigate through a large division to get the job done in a timely and efficient manner.
  • Responds well to pressure, and is resourceful when managing the business of high level senior executive(s).
  • Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, negotiating vendor contracts and controlling event budget.
  • Conducts budget, general ledger reconciliation duties, prepares reports and financial data.
  • Creates and maintains database and spreadsheet files.
  • Reconciles corporate credit card account(s) and prepares expense reports.

Provides departmental support or direct administrative staff to provide department support such as:

  • Send faxes as requested.
  • Make photocopies as requested
  • Order office supplies and maintains supply cabinet.
  • Maintain various database and spreadsheet files as requested
  • Perform other duties as assigned.
  • May be asked to do on-boarding of new employees.

Knowledge, Skills and Abilities

Required:

  • Strong skills in developing effective relationships, communication skills, managing expectations in a fast paced organization
  • Ability to be very discrete with confidential information.
  • Requires continuous use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and resources.
  • Ability to make sound, independent decisions and use own initiative to accomplish tasks at hand.
  • Strong interpersonal, organizational and communication skills are required, with the ability to partner with managers at all levels in multiple divisions
  • Acts independently and demonstrates effective conflict resolution skills in developing recommendations and solutions to solve complex issues in an effort to anticipate senior executive(s) needs
  • Highly proficient written and verbal communication skills required
  • Advanced computer skills with the ability to train others in system usage
  • Expert in Microsoft Excel and PowerPoint system applications

Education, Work Experience, Licenses & Certifications

Required:

  • 8+ years of executive assistant experience to senior level executives in a mid-to large company

Preferred:

  • BS/BA Degree or some college coursework
  • LI-LS1

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