Executive Administrative Assistant

Job Title: Executive Administrative Assistant
Location: Alameda, CA – Onsite – Local candidates only
Period: 05/13/2024 to 05/13/2025 – possibility of extension
Hours/Week: 40 hours
Rate: $30-$35/hour (Hours over 40 will be paid at Time and a Half)
Contract Type: W-2

Scope of Services:

The Executive Administrative Assistant provides administrative support to executive-level management, including meeting scheduling, travel arrangements, correspondence, report preparation, tracking department budgets, and meeting planning/preparation. They handle all routine mail or inquiries and set priorities to projects assigned. The role requires previous experience and may necessitate additional training specific to the corporate culture and procedures. The Executive Administrative Assistant functions with minimal supervision and performs traditional Administrative Assistant work, including all calendaring for the Director, managing travel, and coordinating meetings. Proficiency in Office Suite applications such as Outlook, Excel, Word, and PowerPoint is required. Responsibilities also include managing IT requests, budgets, org charts, headcount allocation, ordering office supplies, onboarding new hires, and providing ancillary support for team members, including assisting project managers.

Role, Responsibilities, and Deliverables:

• Provide administrative support to executive-level management, including meeting scheduling, travel arrangements, correspondence, and report preparation.
• Track department budgets and assist in meeting planning and preparation.
• Manage the Director's calendar, including travel arrangements and coordinating meetings.
• Handle routine mail or inquiries and set priorities to assigned projects.
• Maintain accurate calendars of appointments, meetings, and due dates for executives.
• Coordinate meetings and events, including scheduling rooms and meals, both onsite and offsite.
• Manage IT requests, budgets, org charts, headcount allocation, and ordering office supplies.
Assist in onboarding new hires and provide ancillary support for team members, including assisting project managers.

Experience:

• Previous experience as an Executive Administrative Assistant or in a similar role.
• Proficiency in Office Suite applications such as Outlook, Excel, Word, and PowerPoint.
• Strong organizational and time management skills.
• Ability to function with minimal supervision and prioritize tasks effectively.
• Excellent communication and interpersonal skills.
• Familiarity with corporate culture and procedures.
• Experience coordinating meetings and events.
• Knowledge of IT request management and budget tracking preferred.
• Experience with onboarding new hires and providing support to team members.