Executive Assistant 3 - Ursus, Inc.

JOB TITLE: Executive Assistant 3
LOCATION: San Jose or San Francisco, CA (hybrid)
PAY RANGE: $35.00 - $45.84/hr
DURATION: 1 year

TOP 3 SKILLS:

• Positive can-do attitude, no ego - willing to follow through and do what it takes to get the job done. Team player
• Ability to communicate in a clear and concise way.
• Ability to remain flexible, embrace change and manage uncertainty, all while thriving in fast-paced environment.

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


Job Description:

• Maintain executive calendar, manage staff meetings and commitments.
• Organize department communications and key events.
• Assist in key projects as appropriate from mergers and acquisitions, venture investments, strategy, and partnerships and provide selective support to direct staff and others in the organization as needed.
• Key attributes include the desire to build relationships, a strong willingness to help and support, and ability to be decisive and thrive in a fast-paced, ever changing environment.
• Key responsibilities include diverse administrative tasks and coordinating special projects as outlined below.
• Manage calendar and travel to help drive maximum effectiveness, all while coordinating complex travel arrangements and successfully handling last minute changes
• Assist with scheduling group meetings
• Coordinate special projects and large meetings with internal and external individuals
• Organize quarterly all hands meetings and semi-annual team building events.
• Compile and publish weekly senior staff minutes and group updates.
• Maintain up to date organizational charts, contact lists and email alias lists.
• Assist staff with travel coordination when required.
• Plan and schedule group off-sites.
• Arrange job candidate interviews and ensure smooth transitions for all new hires by obtaining office space, computer systems and accounts and managing all related work requests.
• Process forms including expense reports, change of status, employment requisitions, contractor time cards and IS and Facilities work requests.
• Perform general office Administrative duties such as ordering supplies and equipment.
• Assist with audio, visual and video and web conferencing when needed.
• Manage all open purchase orders. Work with vendors and project managers to ensure billing occurs in timely manner and that project scope changes are considered and accounted for.
• Comply with policies and procedures and utilize Contracts Management system for all departmental purchases.

Skills:

• Positive can-do attitude, no ego - willing to follow through and do what it takes to get the job done. Team player
• Ability to communicate in a clear and concise way.
• Ability to remain flexible, embrace change and manage uncertainty, all while thriving in fast-paced environment.
• Exceptional ability to multi-task, prioritize and work under critical deadlines and manage workload with little direction.
• Strong organizational skills, attention to detail and timely follow-through.
• Desire to constantly look for opportunities to create systems, checklists, and approaches to make things run more smoothly.
• Ownership of the outcome even when there is a lack of full control, ability to see it through until it is completed.
• Manage time effectively and proven ability to prioritize when there are conflicting priorities to ensure key projects meet deadlines.
• Excellent written and interpersonal communication skills

Education:

• High School Graduate

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