Executive Assistant

ACCO Engineered Systems•Pleasanton, CA

1d•Onsite

About The Position

The Executive Assistant is responsible for performing a variety of administrative duties, assisting the implementation and execution of the Executive’s goals and activities in a timely manner. In supporting ACCO’s organizational needs on behalf of the Executive, this role should be comfortable and flexible in taking the initiative with a variety of assignments, assisting with projects within their department, and at times may provide project support within other corporate departments as needed.

Requirements

Bachelor’s degree or equivalent work experience.
3+ years of previous executive support experience, preferably in a mechanical contracting or construction environment.
Ability to maintain confidentiality as needed when required by the nature of work conducted.
Extensive computer knowledge Microsoft Office including MS Word and MS Excel Word
Able to utilize applications on handheld communication devices (smartphones, tablets, etc.)
Able to utilize Google applications including Gmail, Google Calendar and Google Docs.
Internet – Provide detailed data searches and online applications (e.g. Fed Ex Delivery and ordering of products).
Able to edit works in Adobe Writer or similar programs
Strong written communication skills.
Attention to detail and ability to organize data.
Able to demonstrate consistent and reliable attendance.
Able to learn new programs and processes.
Demonstrated experience with producing and editing work product documents with accuracy.
Well organized with ability to multitask between several projects delegated by multiple parties.
Demonstrated experience as a team player and able to achieve assigned performance goals.
Ability to handle pressure and hectic pace.
Ability to work overtime when required.
Regular and routine attendance.

Responsibilities

Schedule and coordinate meetings, ensuring preparation and execution of meeting materials, communication invites, agendas, presentation material, scheduling caterers (where applicable), take meeting notes, and other relevant materials.
Follow-up on action items from meetings on behalf of the Executive.
Calendar management - Plans, coordinates, and ensures that the Executive’s schedule is followed and respected by providing gatekeeper / gateway support and creating win-win situations for direct access to each person’s time / office.
Provides a bridge for smooth communication between the Executive and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Support, collect, organize, and analyze information from various departments as needed.
Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks.
Prioritizes conflicting needs - Handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
General administrative duties such as typing and photocopying general correspondence including letters, proposals, presentations, reports, agreements, contracts, and memos from notes or dictation.
Develop, edit, copy, and assemble work products, which include (but are not limited to): proposals, submittals, manuals, presentation packages, marketing materials, legal documents, reports, etc.
Send and/or distribute various correspondence via the most appropriate method.
Arrange travel plans and itinerary and complete expense reports.
Maintain accurate filing system and document control.
Plan, coordinate, organize and help at various company events and celebrations.
May provide support to other departments on assignments, special projects, committees, or other organizational needs.
Maintain department office environment and replenish office supplies.
Other tasks and duties as assigned by supervisor and/or upper management.