Administrative Assistant

  • location: San Jose, CA
  • type: Contract
  • salary: $30 - $35 per hour

job description

Administrative Assistant

job summary:
Professionalism and excellent communication skills. When interviewing for a position, professional communication is a top priority. How a candidate presents themselves in an interview likely will represent the way they will come across to stakeholders, etc.

- Good multi-tasker with a sense of urgency. Knowing that our candidate will be supporting two Senior Leaders, it is a must that they are able to effectively manage multiple priorities and that they are self-motivated with a sense of urgency in completing work.

- Personable/team-player. Our team's culture is that of cooperation, collaboration and fun. The person chosen for this role must have a positive nature and be a team-player.

- Skills. The obvious thing here is that the candidate possesses the skills necessary to perform their job; knowing Cisco tools is a plus!

The role and responsibilities:

- Triage/manage the calendars of two Senior Leaders with an eye on both near and future commitments as meeting requests arise and require prioritization. Proactive ownership of the calendar and regular communication with the leaders to manage calendar entries is critical to success. For example, you may decide who gets on the leaders' calendars, which meetings are attended, and who can attend in their place.

- Assists principal in planning and organizing meetings by taking responsibility for time zone coordination, meeting technology (Webex, TP), and when campuses are reopened all other meeting logistics including securing rooms and catering as needed.

- Act as a liaison for the Senior Leaders in the coordination of meeting / scheduling activities and conference room reservations. You will often be the first engagement point for many stakeholders. Escalate urgent matters to appropriate parties and follow-up to ensure proper disposition.

- Travel planning, booking and expense reporting for the Senior Leaders' domestic / international visits including Visa submissions and meeting scheduling / calendar management in destination locations.

- Event planning (i.e., team off-sites, potluck lunches, holiday events) location logistics, catering, and associated team activities.

- Maintain organization charts to ensure they are up to date.

- Ensure proactive engagement with the broader Administrator community.

- Use experience and good judgment to take initiative in facilitating Cisco programs, policies and procedures.

- Manage day-to-day administrative processes associated with little to no supervisory input.

- In addition to the general administrative duties of an administrative assistant (AA), daily tasks are carried out at a higher level of complexity. This includes researching issues, analyzing problems, determining approaches, compiling data and preparing reports. Due to the frequent engagement of the Director across Cisco as a whole, this individual will interface with and coordinate activities with other AA's, executive assistants (EA's) and executives in Cisco.

The Requirements:

- AA/BA or equivalent experience.

- Prior Cisco experience

- 6-8+ years of experience supporting at the Executive level working in administrative environment or combination of education and experience.

- Ability to function in a very fast-paced environment.

- Experience in planning meetings, coordinating & booking travel, travel expense reporting and formatting presentations.

- Ability to make sound decisions.

- Experience with SharePoint a plus

 
location: San Jose, California
job type: Contract
salary: $30 - 35 per hour
work hours: 8am to 4pm
education: Bachelors
 
responsibilities:
Professionalism and excellent communication skills. When interviewing for a position, professional communication is a top priority. How a candidate presents themselves in an interview likely will represent the way they will come across to stakeholders, etc.

- Good multi-tasker with a sense of urgency. Knowing that our candidate will be supporting two Senior Leaders, it is a must that they are able to effectively manage multiple priorities and that they are self-motivated with a sense of urgency in completing work.

- Personable/team-player. Our team's culture is that of cooperation, collaboration and fun. The person chosen for this role must have a positive nature and be a team-player.

- Skills. The obvious thing here is that the candidate possesses the skills necessary to perform their job; knowing Cisco tools is a plus!

The role and responsibilities:

- Triage/manage the calendars of two Senior Leaders with an eye on both near and future commitments as meeting requests arise and require prioritization. Proactive ownership of the calendar and regular communication with the leaders to manage calendar entries is critical to success. For example, you may decide who gets on the leaders' calendars, which meetings are attended, and who can attend in their place.

- Assists principal in planning and organizing meetings by taking responsibility for time zone coordination, meeting technology (Webex, TP), and when campuses are reopened all other meeting logistics including securing rooms and catering as needed.

- Act as a liaison for the Senior Leaders in the coordination of meeting / scheduling activities and conference room reservations. You will often be the first engagement point for many stakeholders. Escalate urgent matters to appropriate parties and follow-up to ensure proper disposition.

- Travel planning, booking and expense reporting for the Senior Leaders' domestic / international visits including Visa submissions and meeting scheduling / calendar management in destination locations.

- Event planning (i.e., team off-sites, potluck lunches, holiday events) location logistics, catering, and associated team activities.

- Maintain organization charts to ensure they are up to date.

- Ensure proactive engagement with the broader Administrator community.

- Use experience and good judgment to take initiative in facilitating Cisco programs, policies and procedures.

- Manage day-to-day administrative processes associated with little to no supervisory input.

- In addition to the general administrative duties of an administrative assistant (AA), daily tasks are carried out at a higher level of complexity. This includes researching issues, analyzing problems, determining approaches, compiling data and preparing reports. Due to the frequent engagement of the Director across Cisco as a whole, this individual will interface with and coordinate activities with other AA's, executive assistants (EA's) and executives in Cisco.

The Requirements:

- AA/BA or equivalent experience.

- Prior Cisco experience

- 6-8+ years of experience supporting at the Executive level working in administrative environment or combination of education and experience.

- Ability to function in a very fast-paced environment.

- Experience in planning meetings, coordinating & booking travel, travel expense reporting and formatting presentations.

- Ability to make sound decisions.

- Experience with SharePoint a plus

 
qualifications:
  • Experience level: Experienced
  • Minimum 5 years of experience
  • Education: Bachelors (required)
 
skills:
  • executive administration (5 years of experience is required)

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

Qualified applicants in San Francisco with criminal histories will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

get jobs in your inbox.

sign up
{{returnMsg}}

related jobs