Sr. Administrative Assistant (Engineering)

Job ID #: 36118
Title: Sr. Administrative Assistant (Engineering)
Duration: 6 months
Start Date: ASAP
 
Location: San Jose, CA
Onsite/Hybrid/Remote: Hybrid
 
Job Description:
Seeking the best and brightest candidate who values professional relationships complimented by creativity and teamwork. Further, the right candidate will have demonstrated progressive success as a Sr. Administrative Assistant supporting dynamic, Engineering senior-level executives in a fast-paced, high-tech environment.
 
The Administrative Assistant must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities with a great attitude and sense of humor. Must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to exercise discretion, independent judgment and capable of analyzing and solving complex and abstract requests.
 
This position is expected to involve a high degree of confidentiality, sensitivity, creativity, latitude, flexibility, and availability for effective and efficient performance for support required.
 
Major Duties and Responsibilities:

• Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executives and organizations to optimize their time and take a proactive role to anticipate, identify and initiate/facilitate thoughtful solutions and recommendations.
• Manage, maintain, and coordinate highly complex and changing calendars, schedules for internal/external meetings, and organizational functions; as well prepare flawless communication materials on behalf of internal and external customers.
• Coordinate detailed and complex global travel arrangements understanding time zones and geographies ensuring executives have appropriate documentation (passports, visas, invitations) and any other travel requirements) in advance prior to trips.  As well as facilitate travel plans, flow, agendas, materials, and itineraries utilizing executives time efficiently.
• Coordinate and arrange a wide range of critical tasks, projects, programs, small events for meetings and entertainment of visitors to meet deadlines from beginning to end.
• Perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature. Provide web research as needed.
• May attend executives’ leadership meetings, set agendas, take meeting minutes, manage, and track action items, and maintain timekeeper, as well as be intuitive and proactive as an active participant in managing projects and tasks that may arise.
• Drafts and prepares routine and advanced correspondence including emails, letters, memoranda, meeting minutes, summaries, and reports.  Review outgoing correspondence for accuracy, format consistency, signatures, and conformance with executive procedures and company branding. May screen all incoming correspondence and determine if executive action is needed.
• Create organizational POs and process invoices through systems such as NetSuite and Coupa.
• Anticipates and/or identify needs and issues within the executive’s organization and proactively initiate and/or facilitate solutions.
• Compiles prepare and process executive’s expense reports through Expensify program.
• Use political savvy and sophistication to filter through and facilitate actionable items.
• Key liaison for the group and on-the-job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community, and political representatives.
• Work closely with executives, administrative staff, employees, and teams creating and maintaining working relationships.
• Performs other functions such as organizing and maintaining confidential files, records systems of the organization, preparation of recurring internal reports, maintaining contacts/customer database, etc.
• Demonstrates a broad company knowledge which includes corporate policies and procedures, organizational structure, business strategies, corporate goals, products, services, customers, and competitors.
• Play an active role in creating a safe and healthy workplace and comply with all applicable safety and health rules.
• Provide partnership administrative support and cross-coverage to Engineering Administrative Team, and Staff, as necessary.
• Other duties as required.

• Preferred BS/BA with a minimum of 5+ years or equivalent of continual experience supporting multiple Vice Presidents and above within a highly demanding fast-paced oriented environment.
• Exceptional calendar management skills.
• Exceptional communication skills, verbal and written.
• High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management; being highly proactive and intuitive, detailed oriented, self-motivated, adaptive, and creative.
• Proven skills analytically with abstract problem-solving.
• Exceptional professionalism, soft-skills and being a team player.
• High level of work ethics, integrity, confidentiality, and flexibility.
• Advanced level MS Office Suite (Word, Excel, PowerPoint, Outlook, Project Google Drive).
• Must be highly reliable, flexible, and dependable with time management to be able and available to come to work early and/or stay late with minimal notice.