Execuitve Assistant at Kforce Inc.
Palo Alto, CA 94304
About the Job
- Handles advanced administrative duties like key records maintenance, compiling data for reports, preparing expense reports, preparing/editing executive presentations, etc.
- Takes ownership of executives' calendars, scheduling complex meetings, managing conflicts, and prioritizing appointments, preparing detailed meeting agendas, taking minutes, following up on action items, and anticipating and planning for future scheduling needs
- Acts as a gatekeeper, screening and prioritizing phone calls and emails, and responds to routine inquiries and drafts responses on behalf of executives
- Manages all aspects of executive travel, including international trips, visa applications, and managing travel budgets, and addresses last-minute changes and emergencies
- Handles sensitive and confidential information with discretion and maintains strict confidentiality protocols
- Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function, and prepares presentations with relevant insights for the executives
- Acts as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders
- Coordinates the administrative work within the department/division, while working with other departments/divisions and companies
- Supervises entry-level executive assistants or administrative support staff of the administrative services department
Requirements:
- High School diploma/GED/Higher Secondary education or commensurate work experience or demonstrated competence
- Typically has 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field
- Administrative Support
- Booking (Sales)
- Calendar Management
- Customer Relationship Management
- Event Planning
- Executive Information Systems
- Expense Reports
- Google Workspace
- Invoicing
- Microsoft SharePoint
- Office Equipment
- Office Management
- Office Supply Management
- Organizational Charts
- Proofreading
- Purchasing
- SAP Concur (Travel and Invoice Software)
- Taking Meeting Minutes
- Travel Arrangements
- Workflow Management
- Effective Communication
- Results Orientation
- Learning Agility
- Digital Fluency
- Customer Centricity
- Impacts multiple departments and leads large, cross-division functional teams or projects
- Works on assignments that are highly complex in nature where a strong degree of initiative and technical knowledge are required to resolve problems
The pay range is the lowest to highest compensation we reasonably in good faith believe we would pay at posting for this role. We may ultimately pay more or less than this range. Employee pay is based on factors like relevant education, qualifications, certifications, experience, skills, seniority, location, performance, union contract and business needs. This range may be modified in the future.
We offer comprehensive benefits including medical/dental/vision insurance, HSA, FSA, 401(k), and life, disability & ADD insurance to eligible employees. Salaried personnel receive paid time off. Hourly employees are not eligible for paid time off unless required by law. Hourly employees on a Service Contract Act project are eligible for paid sick leave.
Note: Pay is not considered compensation until it is earned, vested and determinable. The amount and availability of any compensation remains in Kforce's sole discretion unless and until paid and may be modified in its discretion consistent with the law.
This job is not eligible for bonuses, incentives or commissions.
Kforce is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.
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