Executive Assistant/ Office Manager

Location: Mountain View, CA

Responsibilities
  • Makes complex domestic and international travel arrangements, utilizing judgment to effectively manage cost and assure management needs are considered
  • Prepares extensive travel itineraries and expense reports
  • Makes effective use of Microsoft Office to, create documents/templates, input and analyze data. Prepare documents containing complex financial, statistical, technical, or legal terminology
  • Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants
  • Coordinates reimbursement for Candidate‚Äôs travel with AP team
  • Assists with interview scheduling, packets and materials
  • Establishes and maintains files and confidential records, including those related to personnel, financial budgets and /or legal and proprietary information
  • Assists with the coordination of various office support services, including purchasing office supplies, purchasing postage and keeping postage meter up to date, and other services as needed
  • Maintains and coordinates company conference call numbers
  • Monitors general office telephone line and voicemail box; distributes messages as necessary
  • Monitors and distributes electronic faxes
  • Distributes mail and packages
  • Prepare rooms for events, manage food/drinks
  • Performs other related duties and assignments as required

QUALIFICATIONS

Essential Experience
  • BA or equivalent experience preferred
  • Expertise with Microsoft applications (Word, PowerPoint, Excel, Outlook)
  • Demonstrated ability to deal with unresolved situations, frequent changes, delays or unexpected ev
Essential Skills
  • Effective organization, planning, and interpersonal skills
  • Effective written and oral communication skills
  • Demonstrated ability to maintain a high degree of confidentiality with sensitive information
  • Must be customer service oriented with the ability to anticipate future needs
  • Strong communication skills and attention to detail, ability to prioritize, meet deadlines, and juggle multiple priorities in a fast-paced environment