Sr Administrative Assistant

KASPICK & COMPANY specializes in the management and administration of planned gifts. Since our founding in 1989, we have worked in partnership with our clients to set a new standard of excellence in planned giving. Today KASPICK & COMPANY manages approximately $3.8 billion, including one of the largest portfolios of planned gifts in the country. Our clients include many of the pre-eminent educational, medical, religious, environmental, and social service organizations in the nation.

Based in Redwood Shores, CA, KASPICK & COMPANY is seeking an experienced Senior Administrative Assistant with a successful track record of demonstrating initiative, proactivity and who is detail oriented, able to take directions quickly and manage multiple tasks at one time. The successful candidate will be organized, methodical, able to work under tight deadlines, and resourceful while exhibiting a positive attitude, strong interpersonal skills, and attention to outstanding customer service. Able to work in a team environment and possess strong communication skills.

The Sr. Administrative Assistant will primarily support to two senior level executives in the Redwood Shores Office. A high level of professionalism, the ability to multi-task, ability to work in a team environment, strong communication skills, and advanced Power Point and Excel skills are required.

Position Responsibilities:

- Oversees and performs a wide range of diverse administrative activities for the Managing Director and Chief Operating Officer; serves as primary point of direct administrative contact and liaison with other offices, individuals, and external agencies on a wide range of specified issues and in the resolution of a variety of day-to-day matters; organizes and facilitates meeting, conferences, and other special events as required
- Able to create and edit high quality power point documents with professional graphics and charts from simple sketches and notes.
- Create, edit and format Power Point and Word documents according to corporate standards easily and quickly.
- Provides administrative support activities for all of Kaspick such as answering the telephone, assisting and resolving problems, reviewing and controlling outgoing correspondence, processing mail and incoming correspondence in accordance with compliance and document routing procedures, order and maintain office supplies
- Schedules appointments and maintains calendars; coordinates meetings, facilities usage, travel arrangements and completes expense reports as required
- Manage competing priorities, appropriately escalate any resource or scheduling conflicts
- Participate in meetings; compile meeting minutes and action items
- Assist with the arrangement of town halls and employee focus groups; schedule and set-up meetings/conference calls/catering as required
- Set up and maintain various files, logs and tracking systems in accordance with compliance standards; create internal/external correspondence, presentations and spreadsheets as assigned
- Work as a team with other administrative staff and management
- Use sound business judgment in regards to scheduling conflicts, rescheduling meetings and interacting with executives
- Ability to anticipate needs, especially around meeting scheduling and travel plans
- Follow tasks through to satisfactory completion, maintain a view on status
- Responds to management requests for information that may be highly sensitive; performs research and analysis on specific issues

- Bachelor's degree or equivalent work experience; 5 years experience in an administrative support role
- Self-starter with high energy level, strong results and customer-orientation, and confidence in professional abilities
- Ability to handle confidential material in a professional manner
- Excellent interpersonal and verbal & written communication skills
- Advanced PC skills (MS Suite including, but not limited to: Word, Excel, Outlook, and PowerPoint)
- Proven ability to create, compose, and edit written materials
- Demonstrated ability to multi-task and prioritize and escalate issues to the proper person when necessary
- Strong written and verbal communication skills with attention to detail
- Able to multi-task and produce in a fast paced, team oriented environment
- Organized, detail oriented and follows-through