Execuetive Assistant

$69,000 - $79,000/Yr

AppleOne - Hayward, CA

Full-time - Mid Level

Hayward, CA

Administrative and Support Services

About the position

The Executive Assistant will support the leadership team at the corporate headquarters by managing office operations, coordinating events, and serving as the primary contact for office maintenance and IT support. This role requires a proactive individual who can handle multiple responsibilities while maintaining confidentiality and professionalism.

Responsibilities

• Assist company leadership team in managing the corporate headquarters office.
• Manage front desk operations including mail, occasional phone calls, and shipping.
• Act as the primary contact for office vendors and manage supply purchases.
• Code administrative invoices for accounts payable and maintain the security access system.
• Perform notary services and book/manage conference or event registrations, airfare, and hotel for staff.
• Plan special events and coordinate meetings.
• Serve as the primary liaison for outside IT consultants and employees.
• Attend meetings with IT consultants and manage equipment purchases and setup.
• Facilitate new initiatives with IT consultants and manage staff network onboarding/offboarding processes.
• Coordinate board meetings and maintain corporate governance software.
• Assist with annual employee ownership plan initiatives and approve non-union timesheets and PTO requests.
• Set up new non-union employees and work with IT to prepare new hire equipment.

Requirements

• Minimum of 10 years of office management, IT, and executive support experience.
• Must be tech-savvy, organized, reliable, self-motivated, courteous, patient, and compassionate.
• Detail-oriented with excellent collaboration skills and the ability to prioritize multiple projects.
• Excellent spoken and written communication skills.
• Ability to establish strong interpersonal relationships with team members.
• Must have a current notary license or be willing to become a notary.

Nice-to-haves

• Experience in event planning and coordination.
• Familiarity with corporate governance software.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Vision insurance
• Paid sick time