Senior Administrative Assistant - Part Time

ob Purpose

The ideal candidate will have a can-do attitude and be comfortable working in a fast-paced work environment that demands not only excellent problem-solving skills, but also a high level of organizational and strong communication skills. This position will partner with the Chief of Staff and Administration to get all tasks completed which will enable the organization to move forward in executing business objectives.

Duties and Responsibilities

• Schedule and coordinate internal and external meetings as well as conference calls
• Manage calendar for Chairman, President and Managing Director of Advisor Relations
• Reserve and prepare meeting facilities
• Assist in the generation of meeting preparation including agendas, presentations, materials, meeting set-up and effectively use technology to ensure meeting participation
• Coordinate across departments to execute tasks
• Coordinate travel arrangements with anticipation of frequent changes
• Handle confidential information which requires discretion and diplomacy
• Complete various ad-hoc tasks and research projects under tight deadlines
• Assist in planning company events
• Support the receptionist
• Prepare and submit expense reports and oversee invoices as needed
• Maintain status on projects/tasks related to the team
• Enter general data and manage correspondence and report preparation
• Other duties will be assigned as needed

Qualifications

• 4-6 years previous corporate administrative experience supporting multiple executive and senior leaders in a shared environment

Education/Training

• Bachelor’s degree preferred

• Professionalism in all interactions
• A passion for customer service
• High degree of accuracy and attention to detail
• Solid organizational and time management skills while being flexible and adaptable
• Experience managing calendars and coordinating travel
• Excellent listening, written and oral communication skills
• Strong analytical skills a must
• Strong Microsoft Office skills specifically Excel and PowerPoint
• Independent, proactive and resourceful self-starter
• The ability to multi-task, follow-up, follow through to completion and track task progression
• Critical Thinking, Problem Solving Skills - Assertive in anticipating needs and resolving situations
• Sensitive to issues of confidentiality and compliance

• In-office: San Jose, CA