Executive Assistant - Floater

Axelon Services Corporation

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JOB DETAILS

LOCATION

Menlo Park, CA

POSTED

4 days ago

Job Title: Executive Assistant - Floater

Location: Menlo Park

Pay: Competitive, based on experience

Responsible for providing back-up support to various teams in the Menlo Park office.
Familiarize with each Assistant's workload to provide appropriate coverage.
Assist executives with a wide range of administrative and executive support-related tasks in a timely manner with high performance and accuracy.
Provide afternoon coverage of the Reception desk on a rotational basis and potentially EA support to junior executives.
Translate requests and requirements into achievable goals and manage the process through which these objectives are met.

Communication and Information Management

Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives notes and directives.
Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents.

Planning

Handle planning logistics for domestic and international travel; provide detailed itineraries, agendas, directions, and backup materials.
Prepare expense reports in a timely manner ensuring accuracy and submit in accordance with Firm policy.
Manage and monitor Executives calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls.
Communicate potential and/or confirmed changes to involved parties immediately.
Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed.

Liaison and Teamwork

Liaise with portfolio organizations, investors, guests, and all personnel in a professional and courteous manner adhering to the companys culture and values statements.
Act in a discreet and professional manner with others; sensitivity to the confidential nature of the Firms business and consistently uphold such confidences, using this information only in the course of performing your job.
Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked.

Qualifications

Prefer a 4-year degree.
Prefer experience in financial services, consulting, or large search firms.
Available to work 5 days onsite, from 8:30 AM to 5:00 PM with a 30-minute lunch break.
Around 12 months contract, with potential for more work available.

Application Requirements

Provide current location and ability to meet location requirements.
Work Authorization status.
Availability to start and any upcoming vacations.
Preferred interview method: video or in-person only, over telephone interviews.
Technical Vetting Summary (if applicable who conducted it, what was assessed).
Relevant Experience Overview (brief explanation of why the candidate is a strong fit).
Resume Gaps or Job-Hopping Explanation (note any employment gaps and provide an explanation if available).
Call out any short stints, indicating whether the roles were contract or full-time.
Motivation & Interest / Why the candidate is looking for a new opportunity.