Executive Assistant (Hybrid - Mountain View, CA)

A partner of The Mom Project in the automotive industry is seeking a contract Executive Assistant to help support their business needs.

The Executive Assistant will be responsible for handling all aspects of office administration. This role must use independent thinking and judgment with sole discretion for office procedures. The position responsibilities include a broad scope of tasks including schedule and calendar management, working with executive assistants to schedule meetings with various senior leaders, and coordination of travel and events, presentation creation, and records management. The position requires someone with a strong attention to detail, good organization, and critical thinking skills. The person in the role will handle all responsibilities in a discrete and efficient manner and have strong Outlook, Word, and PowerPoint skills.

Responsibilities:

• Run an active calendar of appointments, understand priority/urgency, and reorganize appropriately
• Expedite handling of correspondence, global e-mail requests, and phone calls while maintaining a high level of discretion and communicating professionally in writing and verbally across all levels of the company and externally
• Utilize MS Office products (Word, Excel, PowerPoint) and other technology to prepare, modify, and proofread presentation materials, organization charts, reports, and letters
• Complete various assignments as requested with minimal direction, including meeting planning, floor and emergency coordinator duties, contractor badging administration, external vendor support, and special projects
• Maintain records, confidential files, and company-specific reports
• Provide floor coordination support as needed
• Schedule complex meetings and maintain multiple calendars
• Support travel arrangements, Visa, Passport, and associated expense reports
• Make decisions regarding the distribution/flow of information and work
• Non-Disclosure Agreement Support OPRA / Procurement Tracker – Invoicing for department-related purchases
• Knowledge of IT / MS Teams and other Telepresence systems
• Continuously look for ways to improve the efficiency of day-to-day tasks
• Other administrative tasks not previously mentioned

Skills and Qualifications:

• At least 5 years of experience as an administrative assistant
• Excellent verbal and written communication skills
• Proficient in MS Office
• Excellent planning and analytical skills
• Ability to facilitate large town hall/group meetings, including remote, audiovisual, and video conferencing
• Ability to handle discretion with critical business and personal matters
• Ability to make and run multiple calendars, and make travel arrangements
• Travel and expense system using Concur is nice to have

Hours and Location:

• Monday - Friday, 40 hours/week
• Hybrid Role - Tues, Wed, Thurs in Mountain View, CA, Monday & Friday WFH

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status, and will not be discriminated against on the basis of disability.