Executive Administrative Assistant

Full-time - Entry Level

San Francisco, CA

Chemical Manufacturing

About the position

The purpose of this position is to provide a broad range of administrative, organizational, and functional coordination of activities and enables the Executive Staff supported by this position to be more effective and productive in their jobs. This position will provide a high level of support to Executive Leaders.

Responsibilities

• Produce highly professional reports, correspondence and presentations using Excel, Word and VISIO for C-suite Execs
• Prepare materials for presentations and/or meetings, including Board of Directors; proof reading, copying, collating and distribution.
• Facilitate internal alignment within and across teams to coordinate and organize activities.
• Prepare technical presentations, graphs, and charts utilizing appropriate computer applications.
• Record and distribute minutes of meetings to all participants; provide timely and accurate follow-up.
• Assess current administrative practices and recommend/implement improvements in systems and procedures
• Maintain corporate files as appropriate.
• Answer telephone and email inquiries (from internal and external constituents).
• Maintain calendars and coordinate travel and hotel arrangements, including creation of itineraries and preparation/completion of expense reports.
• Schedule conferences/meetings and reserve internal and off-site facilities
• Perform special projects and assignments, as required.

Requirements

• Minimum 5 years' experience in an executive or senior administrative capacity.
• Associate degree from accredited college or university; 3 years additional corporate administrative experience may be considered in lieu of education.
• High proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Access) and the Internet; experience utilizing Concur desired.
• Demonstrated high attention to detail.
• Solid knowledge of computer operation, including data entry and data management.
• Excellent oral and written English communication skills.
• Ability to work with financial data.
• Demonstrated ability to interact effectively with staff at all levels of the organization.
• Ability to manage multiple responsibilities, set priorities, and meet deadlines.
• Demonstrated excellent organizational, time management, and problem-solving skills.
• Demonstrated ability to maintain confidentiality in the workplace.
• Proven excellent customer service and interpersonal skills.
• Proficient in use of business machines, including copier, scanner, fax, label maker.
• Proven ability to maintain high levels of confidentiality and professional discretion.
• Demonstrated executive level administrative support skills including keyboarding, filing, scheduling, answering internal and external phone calls, copying, and scanning.
• Proven ability to work proactively in a fast paced and changing business environment under minimal supervision.

Benefits

• Medical, Prescription, Dental, Vision Coverage
• Flexible Spending Account & Health Savings Account with Company match
• Employee Assistance Program
• Mental Health Resources
• Disability Coverage
• Life insurance
• Critical Illness and Accident Insurance
• Legal and Identity Theft Protection
• Pet Insurance
• Fertility and Maternity Assistance
• 401(k) with company match
• Flexible Time Off (FTO) and 11 paid holidays
• Paid Parental Leave