Job Description

Please Note - Need to work at 4 different offices - Oakland, CA, San Ramon, CA, Concord, CA and Sacramento, CA - 3 days onsite - 2 days remote every week Onsite work will be split as one day each between the above mentioned all 4 locations. Considering only candidates who can work from above locations every week.

We need someone who has rich experience as Admin Assistant supporting VP and C level people in large corporations.

1 Year contract - extendable

Hourly pay is depending on experience - $40/hour to $50/hour

Admin Asst to help support the 4+ senior executives.

The assignment would be one year, must work in the Sacramento and East Bay area, hybrid work (required 3 days in the office most weeks).

Responsibilities typically include many or all of the following:

· Calendaring, Scheduling & Meeting Logistics: Manage & prioritize calendar. Arrange ongoing/recurring as well as ad hoc meetings & conference calls. Schedule conference rooms, set up audio visual or on-line meeting tools and events. Coordinate & ensure meeting logistics are in place. Reschedule appointments. May greet and escort parties to scheduled meetings.

· Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with phones, phone screening, oral contacts & communications, take phone messages. Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported). May monitor, sort and prioritize emails for the leader, and use discretion and business judgment to respond directly or to forward to team members for response.

· Refer / Delegate / Track Questions, Actions & Issues: Refer or delegate business issues or questions to others for resolution on behalf of leader or team. Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on status.

· Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials. Process, distribute mail.

· May assist or coordinate maintaining information on intranet site. Maintain a records management system, including efficient filing system, document storage.

· Coordinate Travel & Events: Handle all travel related aspects for individuals and groups. Arranging conference facilities, catering. Managing logistics for travel, group and events arrangements. Create detailed itineraries.

· Audit/monitor for adherence to corporate travel guidelines.

· Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order new equipment or schedule, service / maintenance. Order supplies.

· Prepare Invoices, Purchase Orders, Expense Reports, Budgets: Assist with processing of invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. May monitor department budgets, costs. May monitor adherence to expense report policy. May include credit card administration. May maintain subscriptions, memberships. May process check & wire transfer requests. May prepare and distribute invoices, request payment.

· HR, Safety, Compliance Training, Building & Asset Related Tasks: Handle HR related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order LAN ID and assets for new hires. Monitor & track staff participation in required training, reading or action including safety and compliance. Complete building services requests. May coordinate office space planning. Handle all aspects of new employee onboarding.

· Create Presentations: Create, assemble, modify, proofread presentations, spreadsheets, reports.

· Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.

· Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.

· Reports to and assists Directors: Understands and supports the single complex company-wide function or the complex multiple business functions reporting into the Directors

· Travel and event planning: arrangements are often for multiple employees, with logistical complexities that may include coordinated ground transportation, conferencing facilities and equipment.

· Meeting or conference management: arrangements on occasion include hotel or other conference facilities for large groups, with logistical complexities that may include coordinating and planning for multiple speakers and site related logistics and preparation.

· Schedule meetings for internal groups of employees. Resolve some competing priorities and scheduling conflicts by evaluating and judging business needs and priorities, working with other Executive and Sr. Executive Assistants as well as with business leaders, others across the company and outside agencies.

· Often works proactively, anticipating needs, coordinating additional administrative support.

· Expense Management: Monitor expenses for adherence to company policies and procedures, create and submit expense reports.

· Space Planning: May be involved in space planning, business office equipment evaluation and procurement.

· Other administrative duties as assigned

Job Type: Contract

Pay: $40.00 - $50.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday
• Morning shift

Ability to Commute:

• Oakland, CA (Required)

Work Location: In person

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