Administrative Assistant

Administrative Assistant

San Jose CA

Marketing (Full-Time)

POSITION SUMMARY:

The Administrative Assistant provides administrative support to company VP of Marketing and Communications by handling information requests and performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.

POSITION RESPONSIBILITIES:

• Schedules and organizes complex activities such as meetings, travel, conferences.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Expert in handling and maintaining confidentiality using discretion and sound judgment, with a strong customer service orientation.
• Submit and maintain expense reports and other reports as needed.
• Effective organizational skills to improve the efficiency of administrative processes.
• Open, sort and distribute incoming correspondence, including faxes and email.

POSITION REQUIREMENTS:
• Associated Degree or higher or equivalent combination of education, training and experience.
• Previous experience coordinating travel and managing leader calendars and appointments
• Pivots quickly and is able to react with appropriate levels of urgency to situations and events which require timely response or turnaround.
• Must have excellent written and verbal communications skills as well as strong interpersonal skills.
• Proven mastery of MS Office applications including Outlook, Word, PowerPoint and Excel
• Detail oriented, with exceptional organizational skills.
• Ability to handle sensitive information in a confidential manner
• Ability to interact with all levels of internal and external contacts with diplomacy and professionalism
• Confidence and strong decision-making skills