Executive Assistant

Title: Executive Assistant

Location: San Diego, CA 92121

Duration: 3 months of contract with possible extension/ conversion

Pay rate: $41/hr on w2

Job Description:

• Provides complex and advanced administrative assistance to a VP, SVP, and/or C-suite executive.

• Applies advanced knowledge of industry standards in various administrative areas, including policies, guidelines, and procedures.

• Leverages advanced proficiency in various types of software including Microsoft Office Suite (Outlook, Word, Excel, & PowerPoint) and shared file services (SharePoint, MS Teams, OneDrive, etc.) to provide effective and efficient support.

• Exercises professional and ethical judgement as work is generally of a critical or confidential nature.

• Assignments may be of a diverse scope and related to various functional areas.

Additional Job Description

Preferred Qualifications:

• 5+ years of work experience in a role requiring interaction with SVPs.

• 5+ years of experience working in a global, matrixed organization.

Principal Duties and Responsibilities:

• Provides complex assistance and support to a VP, SVP, and/or C-suite executive.

• Acts as an information source and provides guidance to other administrative employees regarding departmental/company policies and procedures.

• Compiles information from various sources and prepares complex correspondences, reports, spreadsheets, and presentations for internal and external stakeholders.

• Manages advanced calendar needs for multiple VPs and above, including making calendar decisions on their behalf to effectively prioritize their time and resources.

• Expertly completes various office tasks (e.g., iProc creation, using a Pcard, maintaining office files, supplies, and equipment, submitting expense reports and checking requests, arranging for shipping, maintaining vendor tracking and support, creating/requesting NDAs, creating internal and external collaboration tools, etc.).

• Coordinates advanced domestic and complex international travel (flights, hotel, rental cars, etc.) for multiple travelers and trips with multiple connections and countries. This includes an advanced understanding of travel visas and documentation as well as expense reconciliation.

• Answers, screens, routes and/or responds to internal (with exposure/requests from multiple VPs and above) and external emails.

• Arranges and coordinates various complex types of meetings including luncheons, conferences, training sessions, and team building events. These events may include external customers and vendors.

• Recommends creative ways to improve existing methods that increase administrative efficiencies; identifies ways to incorporate new ideas into solutions and procedures.

Level of Responsibility:

• Works independently with no supervision.

• Provides supervision/guidance to other team members.

• Decision-making is significant in nature and affects work beyond immediate work group.

• Requires verbal and written communication skills to convey complex information.

• May require negotiation, influence, tact, etc.

• Works within the prescribed budgetary objectives of the department.

• Has a moderate amount of influence over key organizational decisions (e.g., is consulted by senior leadership to make key decisions).

• Tasks often require multiple steps which can be performed in various orders; extensive planning, problem-solving, and prioritization must occur to complete the tasks effectively.

Title: Executive Assistant

Location: San Diego, CA 92121

Duration: 3 months of contract with possible extension/ conversion

Pay rate: $41/hr on w2

Job Description:

• Provides complex and advanced administrative assistance to a VP, SVP, and/or C-suite executive.

• Applies advanced knowledge of industry standards in various administrative areas, including policies, guidelines, and procedures.

• Leverages advanced proficiency in various types of software including Microsoft Office Suite (Outlook, Word, Excel, & PowerPoint) and shared file services (SharePoint, MS Teams, OneDrive, etc.) to provide effective and efficient support.

• Exercises professional and ethical judgement as work is generally of a critical or confidential nature.

• Assignments may be of a diverse scope and related to various functional areas.

Additional Job Description

Preferred Qualifications:

• 5+ years of work experience in a role requiring interaction with SVPs.

• 5+ years of experience working in a global, matrixed organization.

Principal Duties and Responsibilities:

• Provides complex assistance and support to a VP, SVP, and/or C-suite executive.

• Acts as an information source and provides guidance to other administrative employees regarding departmental/company policies and procedures.

• Compiles information from various sources and prepares complex correspondences, reports, spreadsheets, and presentations for internal and external stakeholders.

• Manages advanced calendar needs for multiple VPs and above, including making calendar decisions on their behalf to effectively prioritize their time and resources.

• Expertly completes various office tasks (e.g., iProc creation, using a Pcard, maintaining office files, supplies, and equipment, submitting expense reports and checking requests, arranging for shipping, maintaining vendor tracking and support, creating/requesting NDAs, creating internal and external collaboration tools, etc.).

• Coordinates advanced domestic and complex international travel (flights, hotel, rental cars, etc.) for multiple travelers and trips with multiple connections and countries. This includes an advanced understanding of travel visas and documentation as well as expense reconciliation.

• Answers, screens, routes and/or responds to internal (with exposure/requests from multiple VPs and above) and external emails.

• Arranges and coordinates various complex types of meetings including luncheons, conferences, training sessions, and team building events. These events may include external customers and vendors.

• Recommends creative ways to improve existing methods that increase administrative efficiencies; identifies ways to incorporate new ideas into solutions and procedures.

Level of Responsibility:

• Works independently with no supervision.

• Provides supervision/guidance to other team members.

• Decision-making is significant in nature and affects work beyond immediate work group.

• Requires verbal and written communication skills to convey complex information.

• May require negotiation, influence, tact, etc.

• Works within the prescribed budgetary objectives of the department.

• Has a moderate amount of influence over key organizational decisions (e.g., is consulted by senior leadership to make key decisions).

• Tasks often require multiple steps which can be performed in various orders; extensive planning, problem-solving, and prioritization must occur to complete the tasks effectively.