A prestigious and well-respected global finance firm located in Menlo Park is looking for a Executive Assistant/Office Manager to join their team. This is a highly visible role supporting two busy executives.
Job Description
Responsibilities
- Manage complex calendars with utmost attention to detail, timeliness, and ensuring the schedule aligns with priorities and commitments. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention.
- Handle all meeting logistics and occasionally plan events.
- Coordinate travel arrangements (domestic and international).
- Proactively manage communication and respond to urgent inquiries from internal/external stakeholders on the executives’ behalf.
- The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining positive, flexible, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.
- Manage office responsibilities including daily lunch order, weekly supply orders and general office duties
- Handle highly confidential information and documents with discretion and confidentiality.
- Take on other business projects as requested.
- Assist office operation as needed.
Qualification
- 3+ years of administrative experience supporting busy c-level Executives
- Prefer a college degree, but not mandatory
- A strong team player who thrives in a collaborative setting and is poised and able to work with individuals at all levels of the organization
- Proactive, positive and personable with excellent communication skills and an upbeat “can do” attitude – willing to take initiative – someone who can take full ownership of a project and run with it to successful completion
- Resilient, with the ability to manage multiple projects and deliver quality work to deadlines
- Discretion, diplomacy, and excellent judgment; high degree of integrity when dealing with confidential and sensitive information
- Exceptional attention to detail with excellent follow-through skills
- Must have experience coordinating travel arrangements
- Strong calendar management and prioritization skills
- Advanced proficiency with MS Office Suite and strong scheduling skills utilizing Outlook
Salary range is $100k-$130k, OT, and bonus DOE with a great benefits package and perks. Lunch is provided with a fully stocked kitchen and a plentiful supply of snacks.