Execuitve Assistant
Kforce Inc.

RESPONSIBILITIES:

Kforce has a client that is seeking an Executive Assistant in Palo Alto, CA.Summary:This role is responsible for providing advanced tactical and strategic administrative support to upper-level executives within the organization, managing key records, compiling data for reports, preparing expense reports, and handling executive presentations.Duties Include:

• Handles advanced administrative duties like key records maintenance, compiling data for reports, preparing expense reports, preparing/editing executive presentations, etc.
• Takes ownership of executives' calendars, scheduling complex meetings, managing conflicts, and prioritizing appointments, preparing detailed meeting agendas, taking minutes, following up on action items, and anticipating and planning for future scheduling needs
• Acts as a gatekeeper, screening and prioritizing phone calls and emails, and responds to routine inquiries and drafts responses on behalf of executives
• Manages all aspects of executive travel, including international trips, visa applications, and managing travel budgets, and addresses last-minute changes and emergencies
• Handles sensitive and confidential information with discretion and maintains strict confidentiality protocols
• Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function, and prepares presentations with relevant insights for the executives
• Acts as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders
• Coordinates the administrative work within the department/division, while working with other departments/divisions and companies
• Supervises entry-level executive assistants or administrative support staff of the administrative services department

REQUIREMENTS:

• High School diploma/GED/Higher Secondary education or commensurate work experience or demonstrated competence
• Typically has 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field
• Administrative Support
• Booking (Sales)
• Calendar Management
• Customer Relationship Management
• Event Planning
• Executive Information Systems
• Expense Reports
• Google Workspace
• Invoicing
• Microsoft SharePoint
• Office Equipment
• Office Management
• Office Supply Management
• Organizational Charts
• Proofreading
• Purchasing
• SAP Concur (Travel and Invoice Software)
• Taking Meeting Minutes
• Travel Arrangements
• Workflow Management

Cross-Org Skills:

• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity

Impact & Scope:

• Impacts multiple departments and leads large, cross-division functional teams or projects

Complexity:

• Works on assignments that are highly complex in nature where a strong degree of initiative and technical knowledge are required to resolve problems

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