Administrative Assistant: VP

Dublin, CA 94568

Posted: 01/30/2020 Employment Type: Contract Industry: Information Technology Job Number: 17058

Job Description

Position: Administrative Assistant

Location: Dublin, CA

Summarize overall purpose of the position.
Provides general administrative support to Group VP and or the Vice President. Ensure all day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities and handling special projects as needed.
List the core duties or tasks that are fundamental to the performance of the job. Define purpose, function and the result to be accomplished. Also, focus on frequency, time spent, etc. List in order of importance.
• Perform general office duties in a responsible and confidential manner, executing, with minimal direction, administrative support at the highest level
• Maintain a variety of complex records and files. Material is of a highly confidential nature
• Act as liaison between department managers and their staff in matters involving the GVP and or the VP office, including meetings, documentation, and activities requiring authorized action
• Provide assistance using independent judgment to determine those requiring priority attention; channel and facilitate communication from customers and associates and redirect callers to appropriate department/field representative for resolution/assistance
• Take appropriate authorized action in the absence of the GVP and or the VP to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of the absence
• Handle projects as assigned, work independently with minimal supervision
• Independently compose memos, letters and other correspondence, as needed, for GVP’ s and or the VP’ s review and approval, prior to issuance to Senior Management
• Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required
• Processing and submitting expense reports on behalf of supervisor(s) and self
• Manage the GVP and or the VP’ s schedule and calendar, arrange meetings, conference calls, book meeting rooms as needed and work closely with other Administrative Assistants to ensure efficient flow of information
• Event planning, including researching and vetting locations, RFP submission, proposal and contract management, ordering F&B, negotiating meeting space and sleeping rooms, arranging transportation to/from location as needed
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• Receive and screen communications to the GVP and or the VP including telephone calls and e-mail messages and recorded messages
• Coordinates and resolves facility issues as necessary

List Education level, Years of Experience, Technical Knowledge, and/or Certifications required for the position.
• 3-5 years Administrative Assistant experience
• College-level course work
• Excellent written and oral communication skills, including advanced level of proofreading, editing and grammar skills
• Excellent telephone skills
• Ability to type 60+ words per minute accurately
• Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e., MS Word, Excel, PowerPoint
• Ability to multi-task and prioritize tasks, with frequent interruptions, without direction
• Ability to use discretion in handling confidential information
• Attention to detail
• Ability to meet deadlines
• Ability to work as a key team member within a diverse group of professionals

Meet Your Recruiter

Ashley Wittmer

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