Executive Assistant IV


Menlo Park, California

9 days ago

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Job Description

Title:          Executive Assistant IV
Duration:   6 Months
Location:   Menlo Park, CA 94025

This position is a full-time contract position at 40 hours per week, with possibility for overtime. This is an onsite position with a requirement to be onsite 3 - 4 days per week on Classic Campus in Menlo Park, CA.

Client is seeking an experienced Executive Assistant to support a VP and a Director. The person in this role will need to be a masterful problem-solver and an organizational force given complex & heavy calendaring. This role requires the ability to anticipate issues before they arise, to proactively recommend creative solutions to problems, and to be flexible and adaptable to changing business needs. Additionally, the ideal candidate will have sound judgment, exceptional communication skills, and will be resourceful in building relationships across the larger Client ecosystem.

  • 6+ years of providing complex calendar support, travel, and expense reports to 1 or more executives.
  • Experience prioritizing multiple projects.
  • Exceptional proficiency in Microsoft Outlook and Google Suite.

  • Manage dynamic, time-sensitive, and complex calendars.
  • Coordinate internal and external meetings for multiple, senior executives.
  • Coordinate both domestic and international travel arrangements.
  • Prepare expense reports and purchase requisitions.
  • Manage schedule, structure, agenda, and follow-up of multiple recurring team meetings.
  • Build cross-functional relationships with key partners across the organization.
  • Project manage agenda and logistics for team offsites, and large onsite events/meetings.
  • Partner closely with org lead admins and business leads.
  • Help senior executives navigate last minute hi-pri onsite meeting location changes.
  • General office duties as needed.

  • BA/BS degree.
  • Ensuring confidentiality and discretion in all partnerships.
  • Demonstrates attention to detail, responsible, proactive, drives tasks to completion.
  • Experience building and maintaining trust with leadership and partners.
  • Experience independently managing projects, multi-tasking, and changing direction quickly if needed.
  • Experience collaborating and partnering closely with other administrative professionals and key cross functional partners.

Note: The Company is committed to complying with the California Privacy Rights Act  (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAhr@spectraforce.com.    

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation. 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $36.92/hr.

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