Senior Administrative Assistant
- Sunnyvale, CA
- Contract
- Full-time
- Oversees critical expenses such a consulting agreements, purchase orders, invoices and expense reports
- Manages extensive and complex executive travel arrangements including airfare, lodging, transportation, passport/visa(s), itineraries, and additional travel needs
- Manages executive calendar, including scheduling and accepting all meetings and maintaining calendar
- Prepares items for executive meetings including creating presentations, gathering materials, preparing agendas, coordinating with Facilities and IT for room set up and taking meeting notes
- Arranges departmental meetings such as All Hands meetings and events
- May attend additional functional and leadership meetings as needed to assist with meeting agendas and meeting notes
- Manages executive meeting reminders and itinerary
- Manages executive call routing and messages
- Registers executive for conferences and events, including gathering and preparing materials
- Manages executive administrative needs in budget planning process
- Manages departmental org charts
- May schedule candidate interviews and candidate travel as needed
- Obtains signatures on documents for executives
- Represents department in meetings with administrative personnel
- Greets external guests and escorts guests to executive meetings
- Orders office supplies and equipment for department as needed
- Supports department in shipping and mail distribution
- Contributes to the development of departmental concepts and techniques
- Contributes to continuous administrative improvement efforts
- Leverages administrative best practices
- Develops impactful and influential presentations
- Leads complex projects and other special assignments of large scope
- High school diploma, secondary education, vocational training or equivalent required
- Minimum of 6 years of related experience
- Proven expertise in interacting across the highest organizational levels
- Excellent communication skills amongst senior stakeholders
- Expert in executive presence
- Advanced ability to incorporate company culture into policies across functions
- Expert sense of discretion and confidentiality
- Solution resolution mindset