Beacon Hill's client, a real estate company, is seeking an Executive Administrative Assistant to support their Chief Investment Officer and, eventually, the Senior VP of Regional Development. The role will involve managing daily administrative operations, including full-scale calendar management and scheduling, meeting preparation and follow-up, travel coordination, and project coordination. The ideal candidate must possess superb judgment, communication, organizational, and multitasking skills.
This position requires someone extremely detail-oriented, particularly in managing invoices that need to be coded and processed. The Executive Assistant will also handle extensive travel arrangements for the C-Suite, including booking TSA Pre-Check flights, hotels, and rental cars. Familiarity with Concur and proficiency with the Microsoft Office Suite, especially Outlook, as they will be accepting calendar invites on the CIO's behalf.
Location: Onsite, San Jose, CA 95128. Parking is provided.
Start: ASAP
Duration: open-ended with the possibility of converting to a permanent position
5+ years' experience providing support at the Executive level or above and related teams
Bachelor's degree preferred or related experience
Intermediate to advanced skill level in the Microsoft Office Suite; high level of proficiency in PowerPoint required
Outstanding interpersonal, written, and verbal communication skills
Proven ability to work in a fast-paced environment handling multiple tasks at any given time
Excellent follow-up and follow-through skills with the demonstrated ability to effectively prioritize, manage time, and deliver deadlines
Ability to coordinate and prioritize a number of projects and consistently apply good judgment and make good and responsible decisions
Ability to work in office five days a week
Ability to maintain the highest degree of confidentiality regarding all aspects of work at all times
Highly professional and detail-oriented with successful problem-solving and creative thinking experience
Proactive in solving problems and open to taking on more responsibility
Ability to work flexible and long hours, as needed
Notary Public, a plus
Responsibilities:
Provide administrative and project support to include:
Proactively schedule and prepare for meetings. Attend and take minutes when required
Draft, proofread, and/or edit documents, presentations, articles, and email correspondence, as requested
Create expert-level PowerPoint presentations, as requested
Prioritize and handle internal and external correspondence
Prepare and follow up on expense reports in Concur and timesheets in ADP
Manage and maintain daily and longer-term calendars
Coordinate all travel arrangements to include scheduling special events or activities
Interact with vendors on an ongoing and as-needed basis regarding submission of paperwork and payments
Prepare and track contracts, change orders, purchase orders, Certificates of Insurance, check requests, and process invoices in Nexus
Maintain project files including coding project paperwork for filing
Coordinate work of department with other corporate departments as required
Screen incoming calls and direct calls as required
Assist other administrative support team members as necessary
Other duties as assigned
Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
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Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .
