CSuite Financial Partners has been engaged by our client, a San Jose, California based company that provides expert finance, accounting, and human resources services tailored to the unique needs of growing businesses, to place an Office Administrative Assistant.

This is a full time, hybrid remote role. The candidate must live in the San Jose, California area. The majority of this role can/will be able to be conducted remotely, however there will be a need to be able to go into the office as needed

About the Role:

We are looking for a highly organized and proactive Office Administrative Assistant to support the executive team. This role is essential in managing daily operations, coordinating schedules, and facilitating communication across the company. The ideal candidate will be a skilled multitasker with a keen eye for detail, capable of managing both routine and complex tasks with efficiency and professionalism. This role also involves documenting and refining our processes and identifying opportunities for improvement.

Key Responsibilities:

Executive Support: Provide high-level administrative support to the CEO and other executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.
Process Documentation and Improvement: Detail current processes e.g., in a wiki solution like Notion, identify inefficiencies and recommend improvements to enhance operational effectiveness.
Communication Management: Handle incoming and outgoing communications, including emails, calls, and meeting requests. Draft correspondence and prepare documents, e.g., engagement letters, as needed.
Meeting Coordination: Organize and prepare for executive meetings, including gathering materials, setting agendas, and taking minutes.
Office Management: Assist with office management tasks, including ordering supplies, managing vendor relationships, and ensuring a well-organized office environment.
Project Assistance: Support special projects and initiatives led by the executive team, conducting research, preparing reports, and tracking progress.
Event Planning: Assist in planning and coordinating company events, meetings, and conferences, ensuring all logistics are managed effectively.

Qualifications:

Tech-savvy a MUST: must have strong background and experience with all Microsoft Office elements (Word, Excel, etc) & be able to learn and utilize new technical platforms quickly.
Bachelor’s Degree in Business Administration, Communications, or a related field preferred.
3+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role.
Mastery of the Microsoft Office Suite (Word, PowerPoint, Outlook) and with strong proficiency in Excel.
Proficiency in or ability to quickly learn common enterprise software (e.g., project management tools, communication platforms, and other business applications).
Experience in documenting and improving business processes.
Exceptional organizational and time-management skills.
Strong written and verbal communication skills.
Ability to handle confidential information with discretion.
High level of professionalism, attention to detail, and problem-solving skills.

Skills and Attributes:

Proactive and self-motivated with the ability to work independently.
Excellent multitasking abilities and a positive attitude.
Strong interpersonal skills and the ability to work effectively with a diverse team.
Analytical mindset with the ability to identify process inefficiencies and suggest improvements.
Quick learner with a strong aptitude for adapting to new technologies and software.
Flexibility and adaptability to changing priorities and needs.

Benefits:

Competitive salary
Malleable work schedule
Opportunity to work closely with the executive leadership team in a dynamic environment

CSuite Financial Partners

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Executive Office Administrator