Executive Administrative Assistant

$50,000 - $100,000/Yr

Unclassified - Morgan Hill, CA

Full-time - Entry Level

Morgan Hill, CA

About the position

The Executive Administrative Assistant position at a well-established Silicon Valley financial services firm involves providing high-level support to the CEO and Executive Team. This role is critical in maintaining the efficiency and effectiveness of the executive operations, requiring a high degree of confidentiality and professionalism. The successful candidate will be responsible for managing the schedules of the Executive Team, coordinating meetings, and handling travel arrangements for both domestic and international trips. This includes ensuring compliance with the company's Travel Policy and managing the Expense Reporting process. In addition to scheduling and travel coordination, the Executive Administrative Assistant will act as a liaison with the Accounting department for payroll and accounts payable matters. The role also includes planning and coordinating office events, which requires strong organizational skills and attention to detail. The assistant will handle sensitive information related to clients and company operations, including financial and personnel issues, necessitating a high level of discretion. Daily administrative tasks will include preparing correspondence, reports, and meeting notes, as well as coordinating conference calls. The assistant may also be required to follow up with team members on behalf of the Senior Leadership Team to ensure that goals and tasks are met. Collaboration with facilities management for vendor activities is also part of the role. Flexibility is essential, as the position may require availability during weekends or extended hours when the Senior Leadership Team is traveling or as needed.

Responsibilities

• Maintains current and accurate schedule for Executive Team in Morgan Hill
• Coordinates meeting and travel schedules for Leadership Team
• Manages domestic and international travel for all traveling employees and maintains Travel Policy
• Monitors and manages Expense Reporting process
• Acts as Payroll and Accounts Payable liaison with Accounting
• Plans and coordinates office events
• Handles and processes confidential information regarding clients, Company business, financial, payroll and personnel issues
• Performs daily administrative tasks including preparation of correspondence, preparation of reports, keeping meeting notes, coordinating conference calls
• May be asked to perform follow-up with other team members on behalf of the Senior Leadership Team to ensure that goals and tasks are accomplished
• Collaborates with facilities on activities of vendors, including janitorial, HVAC, printing, etc.
• Must be available on weekends or extended hours when Senior Leadership Team is traveling or occasionally when needed

Requirements

• Previous experience in an Administrative or Project Management position
• Experience in a management position is a strong plus
• Bachelor's degree or equivalent experience
• Demonstrated ability to work in Microsoft Office Applications
• Sound judgment, accuracy, timeliness and extreme reliability and flexibility
• Attention to detail and excellent follow-up skills
• Excellent writing, grammar and oral communication skills
• Proven team player with excellent collaboration skills
• Ability to professionally represent the Company and its executives

Benefits

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off