Sr. Administrative Assistant

Sr. Administrative Assistant

Work Location: San Francisco, California

Job type: Full-Time

Posted: 04-21-2016

Salary: Negotiate

Email: job@40hrs.us

Job Description

To be a successful candidate, you will be an assertive, motivated, and organized self-starter with the ability to work autonomously, take initiative, and follow through. You have excellent written and communication skills; the ability to listen and to prioritize while applying sound judgment; and the ability to juggle multiple demands simultaneously. You demonstrate strong attention to detail, and are able to work effectively with a minimum of direction. You have a sense of humor and the ability to work enthusiastically across organizations with diverse personalities in a professional, efficient, and confidential manner. 

Job Responsibilities

  • Work with organization leaders to assist with scheduling and calendar management, being insightful and proactive in
  • Planning executive and director schedules.
  • Coordinate complex travel arrangements with ability to perceive needs (various time zones, distances, etc.), obtain
  • complex travel visas and prepare detailed itineraries while ensuring ownership throughout the travel planning being
  • prepared to address contingencies and last minute changes.
  • Prepare, submit and track expense reports.
  • Plan and coordinate large meetings and group events, offsites when requested.
  • Work with the leadership team & Facilities to handle space planning at the SF site. This includes, but is not limited to
  • Managing hotel space for visiting employees, facilitating office moves and acting as a point person for visiting
  • Assist with audio visual and video and web conferencing when needed
  • Maintain up to date organizational charts, contact lists and email alias lists
  • Act as a back-up to other assistants with the organization.
  • Purchase and track hardware, software, office supplies.
  • Use a high degree of judgment and discretion in the handling and maintenance of materials of a confidential and/or sensitive nature.
  • Administer correspondence, charitable donations, legal compliance.
  • Create purchase requisitions and work with finance department to project expenses.
  • Ability to context switch and prioritize projects in a dynamic environment.
  • Team player with ability to handle complex assignments. 

Job Requirements

  • BA/BS degree or minimum of 5 years related experience in high tech or similarly paced industry. 
  • Proven mastery of MS Office applications including Outlook, Word, PowerPoint, and Excel. 
  • Strong organizational skills including the ability to handle multiple tasks with attention to detail, accuracy, and timeliness. 
  • Cross-functional collaboration across the company. 
  • Flexible, able to deal with change and uncertainty. 
  • Are you relentlessly resourceful? We love that. 
  • Strong interpersonal skills; must ensure professionalism and exercise discretion. 
  • Confidence and and have good decision making skills. 
  • Exceptional written and verbal communication skills. 
  • Ability to work well with all levels of management, staff, and outside contacts. 

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