Executive Assistant

Robert Half - Menlo Park, CA

Full-time - Entry Level

Menlo Park, CA

Administrative and Support Services

About the position

We are offering a contract to hire employment opportunity for an Executive Assistant in Menlo Park, California. This role focuses on providing high-level administrative support to C-suite executives in a fast-paced environment. The Executive Assistant will be tasked with managing schedules, coordinating meetings, and handling various administrative duties. The position requires a proactive individual who can anticipate the needs of executives and ensure that their time is managed effectively. The ideal candidate will possess strong organizational skills and the ability to work under pressure while maintaining a high level of professionalism. In this role, you will manage and prioritize the executive's calendar, scheduling appointments and meetings to ensure smooth operations. You will prepare documents and briefing papers for meetings, and take dictation when necessary. Handling a variety of communication channels including emails, phone calls, and packages will be part of your daily responsibilities. You will also coordinate travel arrangements, itineraries, and logistics to facilitate executive travel, ensuring that all details are meticulously organized. Maintaining an organized and efficient filing system in the office is crucial, as is drafting reports, letters, and other documents as required. You will prepare and coordinate the executive's data inputs for reporting purposes and liaise with other departments to ensure smooth office operations. Conducting research and providing detailed data analysis when required will also be part of your duties. Additionally, you will assist in planning internal and external conferences, meetings, and events, ensuring that all aspects are well-coordinated and executed.

Responsibilities

• Manage and prioritize the executive's calendar, scheduling appointments and meetings to ensure smooth operations.
• Prepare documents and briefing papers for meetings, and take dictation when necessary.
• Handle a variety of communication channels including emails, phone calls, and packages.
• Coordinate travel arrangements, itineraries, and logistics to facilitate executive travel.
• Maintain an organized and efficient filing system in the office.
• Draft reports, letters, and other documents as required.
• Prepare and coordinate the executive's data inputs for reporting purposes.
• Liaise with other departments to ensure smooth office operations.
• Conduct research and provide detailed data analysis when required.
• Assist in planning internal and external conferences, meetings, and events.

Requirements

• Minimum of 2 years experience as an Executive Assistant or in a similar role.
• Proficiency in using ADP - Financial Services.
• Familiarity with Cisco Webex Meetings for organizing and managing virtual meetings.
• Experience with Concur for travel and expense management.
• Knowledge of CRM systems for managing customer relationships and data.
• Proficiency in using Kronos Timekeeping System for tracking employee time and attendance.
• Experience with About Time for project management.
• Ability to manage multiple calendars effectively.
• Excellent communication skills, both written and verbal.
• Experience in handling conference calls and managing meeting logistics.
• Ability to handle correspondence professionally and confidentially.
• Proficiency in MS Office including Word, Excel, PowerPoint and Outlook.

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Vision insurance