Sr Administrative Assistant

Location: Santa Clara, CA

  • Provide administrative support to Executive Director and  staff, including scheduling meetings, resolving conflicting priorities, and allocating time based on strategic importance
  • Investigate and present travel options for Executive Director and staff, including any Center guests; make appropriate arrangements as requested.
  • Manage timely expense reporting and reimbursement for Executive Director and senior Center staff
  • Act as an interface with senior administrators in other Centers and Schools to ensure appropriate levels of access to and for Center leaders.
  • Assist Executive Director and senior Center staff with preparation of documents and Powerpoint presentations
  • General Administrative Support and Human Resource Management
  • Organize and maintain a rolling 12-month calendar for all Center meetings.
  • Manage the logistics for team meetings and off-site strategy sessions including reserving space, developing  the agenda, sending reminders to participants, inviting guests, and taking notes as required.
  • Organize visits to Center by outside guests, including partners, social entrepreneurs, donors, Advisory Board members, corporations, foundations, and government agencies.
  • Coordinate staff and student payroll reminders and approvals.
  • Update departmental records for new hires and employee departures.
  • Manage student employment records.
  • Maintain an inventory of office supplies.
  • Submit building maintenance requests to Facilities.
  • Collect materials for and maintain department records.

QUALIFICATIONS

 

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
  • This position requires the ability to effectively establish and maintain cooperative working relationships within a fast-paced diverse multicultural environment.
  • Strong organizational skills and demonstrated ability to prioritize and manage multiple projects simultaneously in a fast paced, dynamic team environment
  • Experience producing written materials and final work product with attention to accuracy, correct grammar, and messaging to target audiences
  •  5-6 years of related administrative experience required