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Ampcus Inc. is a certified global provider of a broad range of Technology and Business consulting services. We are in search of a highly motivated candidate to join our talented Team.
Job Title: Executive Assistant
Location(s): Oakland,CA
(HYBRID :ON-SITE 2 DAYS PER WEEK)
Responsibilities:
- Calendaring, Scheduling & Meeting Logistics:
- Manage & prioritize calendar.
- Arrange ongoing/recurring as well as ad hoc meetings & conference calls.
- Schedule conference rooms, set up audio visual or on-line meeting tools and events.
- Coordinate & ensure meeting logistics are in place.
- Reschedule appointments.
- May greet and escort parties to scheduled meetings.
- Assist with phones, phone screening, oral contacts & communications, take phone messages.
- Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported).
- May monitor, sort and prioritize emails for the leader, and use discretion and business judgment to respond directly or to forward to team members for response.
Refer / Delegate / Track Questions, Actions & Issues:
- Refer or delegate business issues or questions to others for resolution on behalf of leader or team.
- Follow up to ensure issue or question status & resolution.
- Track action items using a follow-up system, tool or process, communicate and report on status.
Documentation, Records Management & Filing:
- Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature.
- Prepare copies, arrange materials. Process, distribute mail.
- May assist or coordinate maintaining information on intranet site.
- Maintain a records management system, including efficient filing system, document storage.
Coordinate Travel & Events:
- Handle all travel related aspects for individuals and groups.
- Arranging conference facilities, catering.
- Managing logistics for travel, group and events arrangements.
- Create detailed itineraries.
- Audit/monitor for adherence to corporate travel guidelines.
Office Supplies & Equipment Ordering:
- Order & maintain an inventory of items required.
- Order new equipment or schedule, service / maintenance.
- Order supplies.
Prepare Invoices, Purchase Orders, Expense Reports, Budgets:
- Assist with processing of invoices, purchase orders/requisitions & expense reports.
- Manage commercial card usage and reconciliation of statements.
- May monitor department budgets, costs.
- May monitor adherence to expense report policy.
- May include credit card administration.
- May maintain subscriptions, memberships.
- May process check & wire transfer requests.
- May prepare and distribute invoices, request payment.
HR, Safety, Compliance Training, Building & Asset Related Tasks:
- Handle HR related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists.
- Order LAN ID and assets for new hires.
- Monitor & track staff participation in required training, reading or action including safety and compliance.
- Complete building services requests.
- May coordinate office space planning.
- Handle all aspects of new employee onboarding.
Backup Other Administrative Assistants:
- Backup and support to other Executive Assistants as required.
Position Summary:
Ideal candidate will possess strong communication & interpersonal skills while using discretion and judgment in dealing with sensitive or confidential information. Further, candidates portraying a high degree of professionalism with well-developed organization and planning skills are key. Strong attention to detail is required to be successful in this position. Ability to think analytically and manage multiple tasks efficiently, prioritize work and manage time to meet deadlines are highly desired in this position.
Qualifications
- Minimum Qualifications
- Must possess a High School diploma or GED
- 5 years of administrative support experience
- Communication & interpersonal skills, portraying a high degree of professionalism
- Organization and planning skills
- Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
- Resourcefulness
- PowerPoint, Outlook, Internet Search.
Desired Qualifications
- Bachelors degree preferred
- 5 years of experience supporting Executives
- Past experience and knowledge with specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint.
Ampcus is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, age, protected veterans or individuals with disabilities.
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Ampcus, Inc
Sep 18, 2024