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Senior Executive Administrator

San Jose, CA
Senior Executive Administrator San Jose, CA
Pay rate: $31/Hour
3 month contract w/ possibility of conversion


Position Description:
The Senior Executive Administrator will support the Senior Vice President of Marketing (executive) with administrative duties and other responsibilities as assigned.  The position also involves supporting the direct reports of the executive as needed.  Confidentiality is important as you will be exposed to sensitive information.

Overview:
  • Manage and maintain executive’s schedule and appointments
  • Administer complex and heavy calendaring, ensuring meetings, lunches, breaks, work time, travels, appointments, etc. are scheduled accordingly and reserved in a timely manner
  • Schedule and update weekly staff meetings, 1:1s, customer meetings and other internal and external meetings accordingly and as requested
  • Add WebEx, Verizon dial-in and/or Mediasite as needed for video and/or teleconferencing
  • Set up conference room to display projector with presentation(s) and dial-in as needed.   
  • Open, sort, and distribute incoming correspondence, including mail, faxes and email
  • Answer all incoming telephone calls from executive’s phone line. Take messages and rely as needed
  • Enter executive’s business expenses in a timely manner and accurately in Concur. Scan and save receipts and attach them in Concur for each business expense (for proper back up documentation)
  • Book and manage travel, hotel and/or car transportation as needed and in a timely manner.  Ensure all logistics are confirmed and update executive with any changes.  Enter in all travel information and attach all confirmations in Outlook Calendar and provide hard copies in a travel folder for executive
  • Assist Corporate Events team with various events, such as Trade Shows, User Conferences, etc., when needed.  May require travel and overnight stay
  • Plan and coordinate monthly MBD organizational lunch roundtables with executive’s direct reports’ team members.  Order lunch for all attendees.  Write up meeting minutes and include any feedback from attendees
  • Manage Marketing Weekly Update Report, using PowerPoint, on a weekly basis.  Submit compiled report weekly to executive for review every Friday
  • Lead Admin Steering Committee (ASC).  Plan and manage semi-annual admin meetings, social events and volunteer events.  Ensure events are within budget given and approved by sponsored EMT
 
Requirements
·       HS degree, BA/BS preferred, with 5+ years experience supporting an executive-level principal (VP & above)
·       Needs to be very detail oriented and reliable 
·       Proven track record in providing comprehensive support to senior level management
·       Ability to multi-task in a fast-paced environment
·       Ability to anticipate executive needs and act accordingly
·       Strong communication, organizational and interpersonal skills
·       Proficient with MS Office, including Outlook, Word, Excel and PowerPoint
·       Ability to keep confidentiality
·       Flexibility in schedule
·       Strong administrative experiences

  Please submit your resume for consideration!
#ZR
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