VARITE is looking for a qualified Executive Assistant for one of its clients in Oakland, CA.
WHAT THE CLIENT DOES?
The company started out as a hardware/software vendor, but over time added more subscription-based services.
WHAT WE DO?
Established in the Year 2000, VARITE is an award-winning minority business enterprise providing global consulting & staffing services to Fortune 1000 companies and government agencies. With 850+ global consultants, VARITE is committed to delivering excellence to its customers by leveraging its global experience and expertise in providing comprehensive scientific, engineering, technical, and non-technical staff augmentation and talent acquisition services.
HERE'S WHAT YOU'LL DO:
Here are the Job Details:
Title: Executive Assistant, Senior
Location: Oakland, CA 94612
Duration: 12 Months
Description:
*LOCAL CANDIDATES ONLY. The role is onsite at Oakland GO majority of the time.
TOP THINGS:
o Self Starter - Can contribute with little direction
o Excellent Communication Skills
o Strong Organizational Skills
*Travel can be to anywhere in our service territory (25-40% travel)
*Client will provide laptop and PPE (when needed)
*With prior HM approval, can expense for mileage, food, and Lodging while traveling outside of Oakland. can also reimburse for cellphone at a set rate every month.
Calendaring, Scheduling & Meeting Logistics:
Manage & prioritize calendar.
Arrange ongoing/recurring as well as ad hoc meetings & conference calls.
Schedule conference rooms, set up audio visual or on-line meeting tools and events.
Coordinate & ensure meeting logistics are in place. Reschedule appointments.
May greet and escort parties to scheduled meetings.
Written & Oral Correspondence:
Compose, proof read, edit & format written correspondence, agendas, and documents for signature.
Assist with phones, phone screening, oral contacts & communications, take phone messages.
Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported).
May monitor, sort and prioritize emails for the leaders, and use discretion and business judgment to respond directly or to forward to team members for response.
Refer or delegate business issues or questions to others for resolution on behalf of leader or team.
Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on status.
Documentation, Records Management & Filing:
Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials.
Process, distribute mail. May assist or coordinate maintaining information on intranet site.
Maintain a records management system, including efficient filing system, document storage.
Coordinate Travel & Events:
Handle all travel related aspects for individuals and groups.
Arranging conference facilities, catering.
Managing logistics for travel, group and events arrangements.
Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.
Office Supplies & Equipment Ordering:
Order & maintain an inventory of items required.
Order new equipment or schedule, service / maintenance.
Order supplies.
Manage mail to ensure timely delivery, especially correspondence from regulatory agencies.
Timely reconciliation of expense reports with adherence to expense report policy.
Manage commercial card usage and timely reconciliation of statements.
Will include credit card administration.
Will maintain subscriptions, and memberships.
May process and track check & wire transfer requests.
May prepare and distribute invoices, requests for payment etc.
HR, Safety, Compliance Training, Building & Asset Related Tasks:
Handle HR related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order LAN ID and assets for new hires.
Monitor & track staff participation in required training, reading or action including safety and compliance.
Complete building services requests.
May coordinate office space planning.
Handle all aspects of new employee onboarding.
Actively participate in staff meetings with process and continuous improvement ideas including safety and budget reduction areas.
Manage data, metrics tracking and reporting, report creation and execution
Monitor training status of department and provide to leaders
Backup Other Administrative Assistants: Provide backup and support to other Executive Assistants as required, including travel to San Francisco General Office as needed.
Minimum Qualifications
High School Diploma OR equivalent
3 years of executive administrative support experience
Desired Qualifications
Secondary education (some college or professional certification) demonstrating advanced reading, writing and communications skills
4 years working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search.
Communication & interpersonal skills that reflect a high degree of professionalism
Organization and planning skills
Attention to detail
Analytical thinking
Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
Flexible and open to change
Resourcefulness
Ability to use discretion and judgment in dealing with sensitive and confidential information
Political and organizational savvy
Motivated, self-starter, eager to master new skills
Ability to foster teamwork, collaborative environment
Software / Office Applications: Good working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search.
May also require experience and knowledge with specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint
If this opportunity interests you, please respond by clicking on EasyApply.
Know someone who would be perfect for this role? Refer them to us and if they are hired, you could be eligible for our employee referral bonus! Help us grow our team with top talent from your network.
VARITE is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status