Contract: Virtual Administrative Assistant

Upwork ($UPWK) is the world’s work marketplace. We serve everyone from one-person startups to large, Fortune 100 enterprises with a powerful, trust-driven platform that enables companies and talent to work together in new ways that unlock their potential.
Last year, more than $3.8 billion of work was done through Upwork by skilled professionals who are gaining more control by finding work they are passionate about and innovating their careers.
This is an engagement through Upwork’s Hybrid Workforce Solutions (HWS) Team. Our Hybrid Workforce Solutions Team is a global group of professionals that support Upwork’s business. Our HWS team members are located all over the world.

Work/Project Scope:

- Manage and advocate on behalf of the executives through strategic time management, streamlined communications, and action accountability to ensure the highest functioning team dynamics within the department for securing company success.
- Provide extensive calendar support requiring prioritization of multiple calendars with effective communication across various internal and external stakeholders.
- Organize travel by booking accommodations and reservation needs as required (international and domestic).
- Create and reconcile expense reports via Concur
- Research and purchase gifts online for employees and clients across the globe.
- Drive slides for team meetings through Zoom and be able to use all its functionalities (polls, breakouts, etc.).
- Build agendas, presentations, meeting minutes, and follow-up on action items.
- Process new vendors, create purchase orders, prepare and monitor invoices.
- Serve as a culture carrier for the team, proactively finding ways to keep the team engaged and coordinating events as necessary.
- Handle sensitive information in a confidential manner.
- Conduct Calendar analysis and provide insights.
- Assist on other special projects as needed.

Must Haves (Required Skills):

- Proven experience in an Administrative Assistant role supporting VPs and above
- Experience supporting multiple executives at one time
- Experience with G-Suite, Zoom, Slack
- Experience in reimbursement softwares like Concur (preferred), Expensify, or similar
- Excellent written and oral communication skills (English)
- Dedication to push things forward throughout the organization - anticipating needs, troubleshooting issues, and responding proactively and calmly under pressure.
- Utmost attention to detail and timely follow-up.
- Demonstrated ability to balance workload under short deadlines and pivot to changing priorities in a fast-paced environment
- Able to work during Pacific Time Zone business hours
- Able to work 20 hours a week and has enough bandwidth of up to 30hrs depending on business needs.

Upwork is proudly committed to fostering a diverse and inclusive workforce. We never discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

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