Administrative Assistant 3 - Ursus, Inc.

JOB TITLE: Administrative Assistant 3
LOCATION: San Jose, CA
PAY RANGE: $37-$47/hr
DURATION: 1 year


COMPANY:
Our client a Fortune 500 Software Organization is seeking a Administrative Assistant 3 to bring onto the team.


The Opportunity

We are seeking a highly motivated Administrative Assistant to support the Senior Director of Customer Strategy & Success and the Senior Director of Strategic Development within the Emerging Solutions & Partnerships organization. The ideal candidate will possess exceptional attention to detail, the ability to multitask, and excellent organizational skills. Key responsibilities include managing calendars, coordinating staff meetings, organizing department communications and events, and assisting with various administrative tasks and special projects.
Key Responsibilities:

• Calendar Management:Coordinate and schedule meetings, including team meetings, all-hands, offsite meetings, speaking engagements, and meetings with external customers and internal business partners across global time zones.
• Travel Arrangements:Plan and arrange corporate travel and meetings, including developing itineraries, booking transportation, and arranging accommodations for both domestic and international travel.
• Expense Management:Process business expense reimbursement requests, handle invoices, and manage purchase orders with precision.
• Event Planning:Support the team with ad-hoc requests, including planning and coordinating all-hands meetings, offsite events, external meetings, and team-building activities.
• Meeting Coordination:Organize weekly staff meetings, track agenda items, invite guest speakers, compile and publish agendas using PowerPoint, and collaborate with Business Operations counterparts.
• Office Coordination:Assist with office space, equipment, software, and other office-related matters, as well as coordinating major events.
• On-Site Support:Occasionally travel to provide on-site support at team offsite events and be flexible to travel to our San Jose office.
• Collaboration:Regularly collaborate with cross-functional Administrative and Executive Assistants.

Qualifications:

• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, and Teams), Navan, Slack, and familiarity with Concur or other expense-reporting software.
• Ability to remain flexible, embrace change, and manage uncertainty in a fast-paced environment.
• Excellent time management, planning, and organizational skills with a keen eye for detail and accuracy.
• Demonstrated ability to work autonomously, handle complex assignments, and show initiative and follow-through.
• Strong interpersonal skills, with the ability to develop and maintain positive relationships across the organization.
• Discretion in handling sensitive and confidential material.

Education:

• Bachelor's Degree or equivalent work experience.
• 4 to 6 years of experience as an Administrative Assistant within a high-tech organization.

IND123