Executive Administrative Assistant to Senior Management
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POST DATE 9/12/2016
END DATE 10/24/2016
Santa Clara, CA
JOB DESCRIPTIONDo you want to make an impact to the people you support? Do you want to be compensated for all your hard work? Do you thrive in a fast paced environment with opportunity for personal growth?
This position initially reports directly to the CEO. This EA role also provides administrative support to the Vice Chairman. The EA will serve as the CEO's 'right hand person', acting as chief liaison between the CEO and his direct reports, Board members, shareholders and clients.
In addition to basic calendaring and domestic and international travel arrangements, the EA will become familiar with Company operations in order to provide a higher level of operational support to the CEO, including coordinating all communications to/from the CEO, drafting correspondence and various meeting minutes, organizing work flow to/from the CEO's desk, and preparing various meeting presentation materials.
Executive Assistant Profile
The ideal candidate must be comfortable working with high profile and internationally distinguished executives and/or advisers from a wide variety of industries and academia, and with varying personalities. The successful candidate will have demonstrated experience supporting high profile executives with demanding schedules and a heavy operational workload, preferably in the financial services industry. She/he must be highly organized and detail- oriented, and maintain the highest level of discretion and confidentiality at all times.
' Provide high level administrative support.
' Serve as chief liaison managing all incoming calls, providing information in response to requests, and exercising judgment when filtering inquiries.
' Coordinate meetings and other correspondence with Board of Directors and/or Investment Advisory Board members and Company executives.
' Prepare Executive for meetings by clarifying purpose of each meeting, prepare agenda, pull background materials and prepare briefing documents. Note: Following meetings, must generate meeting minutes, document and help delegate or coordinate additional administrative support whenever necessary, conduct follow-up tasks or activities, and ensure timely completion of commitments made.
' Create and/or assist with the creation and modification of presentation materials, spreadsheets, and other various documents using Power Point or other software programs.
' Organize and secure highly confidential company information.
' Manage, assist or coordinate special projects, assist in preparation of ad-hoc reports as needed, often requiring a high level of initiative, independent discretion and follow up to ensure accurate completion.
' Strategically book calendars to maximize CEO's efficiency, based on initiatives and priorities includes booking appointments, managing executive's to-do and maintaining frequently changing calendars through Outlook. Note: CEO has two separate calendars via access to separate Company networks. There are different functions and requirements, so extra care is needed to ensure that both calendars are up to date and contain appropriate information relative to the specific Company's operations.
' Coordinate all aspects of executive level appointments, meetings, receptions and conference calls, including booking of rooms, ordering of food, disseminating of materials, working with other administrative staff, etc.
' Book and/or coordinate travel arrangements including both domestic and international travel. We are an equal employment opportunity employer and will consider all qualified candidates without regard to disability or protected veteran status.