Executive Assistant I

8 years experience of progressively advanced administrative experience; 3-5 years experience as an Executive Assistant supporting a senior level executive in an international corporate setting. Assist with planning and execution of administrative projects that includes researching and gathering information from various sources, formatting, analyzing, and summarizing results (e.g.

Our Client, a Pharmaceutical company, is looking for an Executive Assistant I for their San Carlos, CA location.
 
Responsibilities:

• Manage complex calendars, make extensive travel arrangements, prepare itineraries, and expense reports.
• Format and compose confidential and non-routine documents and correspondence
• Execute timely and professional communication internally and externally.
• Prepare complex PowerPoint presentations.
• Coordinate conferences and meetings, both on- and off- site.
• Handle confidential material in appropriate manner.
• Provide basic administrative support to local and global team members.
• Assist with planning and execution of administrative projects that includes researching and gathering information from various sources, formatting, analyzing, and summarizing results (e.g. organization of special events)
• Train and supervises junior level administrative colleagues as required.
• Screen telephone calls, take messages, redirect calls, and respond to inquiries regarding company policies/procedures.
• Establish E-Req/ PO’s, contracts as requested for vendors and consultants
• Order catering for meetings involving Executive Team unless otherwise specified
• Follow up on due dates for any pre-reads to Executive Team and ensure they are uploaded onto Sharepoint if necessary
• Order/maintain office supplies for Executive Team
• Provide recruiting support, such as interview scheduling and reviewing resumes

 
Requirements:

• Ability to multi-task in a fast-paced environment while demonstrating a proactive and superior work ethic and an acute attention to detail.
• Outstanding organization skills with an ability to success-fully handle simultaneous priorities.
• Advanced knowledge of PCs including Word, Excel, PowerPoint, and Outlook; superior Outlook calendaring skills a must.
• Excellent written and interpersonal communication skills
• Must be able to work effectively, independently and accurately with minimal supervision
• Ability to interact with all levels of management, a wide range of stakeholders within and outside the company
• Must be able to follow established procedures and guidelines and abide with safety requirements
• Absolute discretion when dealing with sensitive and confidential information
• 8 years experience of progressively advanced administrative experience; 3-5 years experience as an Executive Assistant supporting a senior level executive in an international corporate setting.

 
Why Should You Apply?

• Health Benefits
• Referral Program
• Excellent growth and advancement opportunities