Job Title: Executive Assistant III
Location: San Francisco, CA 94111
Duration: 6months Assignment (potential to extension)
Shift/Hours: 40hours/week, M to F, 7am to 3pm
Work Model: Hybrid, Mon to Thurs in office, Fri WFH
 
Summary:

• The Executive Administrative Assistant III provides highly responsible, diversified and confidential secretarial and administrative support to Senior Executives.

Responsibilities:

• Manages the office of Senior Executives and requires comprehensive knowledge of executive operations, policies, practices and personnel.
• Coordinates and facilitates high-level executive functions with wide latitude for independent judgment.
• Schedules appointments and coordinates arrangements for meetings, conferences and travel itineraries.
• Performs a variety of duties to conserve the time of the executive, such as keeping personal business bookkeeping records and other personal business items as directed.
• Exhibits a high level of tact and discretion due to the frequency of high level internal and external contacts.
• Demonstrates a thorough understanding of executive's job and methods of work.
• Coordinates and/or supervises office administrative and support personnel, assigning, prioritizing and monitoring work.
• Assists with numerous highly confidential functions including merger and acquisition early-stage meetings and due diligence document organization.
• Compiles, formats, prepares and distributes Board of Directors and Committee meeting materials, minutes and records.
• May participate in other Board activities such as Board website, or preparation of annual meeting documents.
• Tracks Board participation and activity and coordinates payment of fees.
• Communicates and coordinates with internal departments, community leaders, organizations, shareholders and high-level customers in order to resolve issues and concerns and to relieve executive of administrative details.
• Follows-up on complaints to ensure their resolution.
• Researches, assembles and prepares data and special reports, providing analysis and summaries (e.g. SEC research, merger & acquisition or Proxy activity).
• Conducts projects as assigned such as coordinating regulatory exams
• Analyzes complex information requests and determines appropriate action.
• Back-office vs Telephone work: on the phone with Internal stakeholders, other regions, analyst. On the phone to arrange travel.
• Sales and corporate access support.
• Handling expenses/ travel/ managing logistical matters.
• Event coordination- finding venues, scheduling.
• Managing/ scheduling in- person and virtual meetings.

Skills:

• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Expert ability to work independently and manage ones time.
• Expert ability to keep information organized and confidential.
• Expert ability in event planning, budgeting, etc.
• Expert leadership and mentoring skills necessary to provide support and constructive performance feedback.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.
• Tech-savvy (comfortable with MS office, managing corporate card).
• Someone who is eager, wants to learn, capable.
• Someone who has previously worked in a professional environment.
• Someone who is eager to get into the finance sector.
• Executive Admin experience.
• Customer service skills/ Sales experience.
• Good personality (sense of humour, positive attitude).
• Time management and Organization skills.

Education/Experience:

• High school diploma or GED required. 1-2+ years’ experience required.
• Experience working with executives required.

 
 
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: $ 38.70/daily.