Executive Assistant

Location:

1 California Street, San Francisco California

Provide executive administrative support performing diverse administrative and clerical duties and anticipating the team’s needs.  Handles confidential information discreetly and professionally.  Responsible for calendar management, correspondence, expense reports, travel arrangements, and HR needs. Handles incoming inquiries, research and communicates in a professional and timely manner.  Responsible for meeting coordination, video conferencing and scheduling, and organizing proper room setup as needed.  Prepares materials for meetings as requested.  Coordinates various calendar events.  Perform duties in a professional manner that includes thorough planning and research to result in completed assignments of the highest quality.  Other duties/projects as requested.  

• Under general supervision, provides administrative support to the leadership team to include the executing, maintaining, and coordinating complex calendar of meetings and travel. 

• Interacts with senior leaders and executives within the organization and with outside professional organizations. 

• Highly proficient in managing multiple executives’ calendars including scheduling of clients and internal employee meetings within Outlook. 

• Heavy travel scheduling experience which includes, booking trips that require multiple segments, making sure meetings do not overlap with travel requirements as well as handling last minute travel changes. 

• Provides superior client service during all interactions with clients, vendors, internal partners, and teammates. 

• Strong verbal and written communication skills and the ability to work in a team environment. 

• Effectively and decisively communicates on assignments to limit the need for multiple interactions with segment head and/or staff. 

• Professional liaison that facilitates information flow, using clear and fact-based communication.

• Handles HR related tasks which includes onboarding/offboarding new hires, system access, timecards, purchasing and expenses. 

• Handles confidential information and documents with discretion.  

• Collects, compiles, and analyzes moderately complex data and information for inclusion in reports and presentation materials; also includes general running of reports as needed. 

• Performs proactive problem research and assists in resolution. 

• Manages day-to-day office operations, composes written communications as needed. 

• Completes work in fast paced, changing environment without compromising accuracy. 

• Clearly and immediately communicates and elevates any problems/issues.  

• Assists with special projects for events, new processes, or presentations as they arise. 

• Performs other duties as assigned; duties, responsibilities and/or activities may chan