Executive Assistant
About The Position
The Executive Administrative Assistant will support the VP Systems Engineering. The ideal candidate must be highly effective working in a fast-paced environment, collaborating with a team, and have a high level of proficiency using internal IT systems for travel, purchasing, and communications. Competency in MS Office applications including Outlook, Excel, and Power Point is required. The Executive Administrative Assistant position requires excellent interpersonal skills, organizational and project management skills, integrity and the ability to handle confidential information in a sensitive and mature manner.
Requirements
- 5+ years as an Executive Administrative Assistant
- Highly attentive to detail, thorough and thoughtful approach to work
- Effective at professionally & productively managing interruptions of workflow with poise, remaining flexible & accessible to minimize disruption
- Capable decision making and ability to prioritize daily tasks, anticipate needs, and propose solutions
- Collaborative and able to work with a diverse team of professionals
- Proactive in anticipating needs of executives and resourceful under pressure
- Adept and open to learning various new internal IT systems as needed (e.g., Concur, Coupa, SICAT, and SAP)
- Highly capable with MS Office applications including Outlook, Excel, PowerPoint, SharePoint, and Teams
Nice To Haves
- Ideal candidates should possess a college degree
Responsibilities
- Manage executive schedule/calendars and coordinate meeting logistics
- Make purchases of equipment and supplies and reconcile purchasing card spending
- Book itineraries for domestic and international travel and submit expense reports
- Prepare and submit applications for travel visas
- Enter purchase order requisitions, track approvals in Coupa, and navigate SAP for vendor invoice approvals
- Coordinate with facilities for onsite repairs and maintenance
- Plan and manage travel and logistics for offsite staff meetings when needed
- Initiate domestic and international shipping requests for direct team
- Review and approve international shipping requests through SICAT for greater organization
- Support social events, event planning logistics, and community engagement for local teams as part of the admin team
- Drive and coordinate quarterly communication town hall meetings and logistics
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Number of Employees
5,001-10,000 employees
