Executive Administrative Assistant

SpanIdea Systems
Full Time
San Jose, CA
$35 - $40 an hour
Posted EmployerActive 1 day ago
Job description

The perfect candidate must work hard and drive for results, focus on deadline sensitivity with minimal guidance or supervision. As such, the candidate must be skilled at anticipating problems, proactively creating contingency plans, managing multiple priorities, problem-solving and organizing logistics. “Attention to detail” is a critical characteristic to be successful in this role. The ideal candidate is self-guided, while also working successfully in a team environment, building effective working relationships inside and outside of the group, and actively seeking to learn more about general business objectives, policies, standards, services, facilities, procedures, and related information. A key competency is the ability to collaborate with other assistants in the organization and throughout the company.

The job includes: - Supporting VP's, Director, Managers, and other team members as needed - Calendaring the lab head’s daily activities - Travel arrangements & Expenses for lab head Conference registrations Flights & lodging reservations Expense reports & reimbursements - Lab-wide communication Lab-wide meeting arrangements and minutes SharePoint & OPIS implementation for lab-wide information - Meeting coordination Meeting room reservations Communication w/ external & internal clients Dining & catering arrangements Visitor assistance – laptop, meal vouchers, travel logistics - Patent tracking Reports update Bonus payments tracking PRC meeting coordination Patents awards with plaques - Asset management Fixed asset inventory Keeping assets in order - Lab operational expenses Purchase Request / PO submissions Monthly payment process Contractor invoice submissions Legal agreements update Investment expense tracking EDA expenses tracking Discretionary budget tracking - Event planning Team building activities Employee social events - New hires onboarding The mailing lists update Introduction of SharePoint OOO calendar Display lab and shared drive access request


Previous exp supporting Director level or above in a corporate level

Proficient in MS office suite

Job Types: Full-time, Contract

Salary: $35.00 - $40.00 per hour


  • 8 hour shift

Work Location: One location

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