EXECUTIVE ASSISTANT

CONTRACT to HIRE

SANTA CLARA, CA

Option 1 Staffing is currently recruiting for an Executive Assistant for a successful financial institution. The Executive Assistant reports to the CEO of the Executive Team.

Essential Functions:

• Executive Support includes
  1. Sorts and processes all executive office mail
  2. Screens and responds to incoming calls and refers as appropriate and greets and screens visitors
  3. Manage CEO’s calendar with internal and external stakeholders, including local and national government, business and community partners.
  4. Review CEO email, voicemail or other communications to ensure timely response to all stakeholders and completion of tasks on behalf of CEO, where appropriate.
  5. Maintains all credit card/charge account activities.
  6. Schedules and coordinates meetings as appropriate or requested.
  7. Drafts, copies and distributes presentations, minutes and other materials as needed for meetings, conference calls, etc.
  8. Ensures meeting rooms are prepared and video conferencing equipment is activated prior to the start of meetings.
  9. Establishes and maintains filing systems and creates and maintains a master file index.
  10. Ensures office equipment is in working order and arranges for maintenance and orders office supplies.
  11. Keeps executive office, supply closets, & copy rooms organized.
  12. Coordinates conference registrations, hotel accommodations and travel arrangements for CEO and senior leaders.
• Board of Directors support includes
  1. Assists Chief of Staff (CoS) with coordinating conference registrations, hotel accommodations and travel arrangements for Board of Directors.
  2. Polling all board members for attendance at board & committee meetings and retreats.
  3. Assists CoS with organizing and uploading materials for Board & Committee meetings onto board portal.
  4. With CoS, maintain complete and accurate records of all Board and Committee meetings as well as biographical and service information of all Board members.
• Human Resources Support includes
  1. Provides administrative support to the Director of HR.
  2. Performs data entry and maintain data integrity in HRIS and its applications.
  3. Helps organize new employee orientation, on-boarding, and training programs.
  4. Assists with the preparation of HR reports such as years of service and new hire reports.
  5. Performs specific duties related to benefits administration, employee relations, state and federal compliance.
  6. Maintains personnel filing system.

Required/Preferred Education, Experience and Skills:

• High school diploma or equivalent; college degree in related field preferred.
• Minimum of 5 years of experience as an administrative/executive assistant.
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Detailed oriented and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Advanced Microsoft Office Skills including Outlook, PowerPoint, Excel, and Word.
• Minimum 70 WPM typing skills.
• Able to exercise discretion and sound judgment.

For immediate consideration please apply!