Job Description
ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps.
Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.
We are looking for a passionate team member to join our rapidly growing organization. You will be working as part of a motivated team, in a fast-paced working environment, where a high level of professionalism, the ability to manage multiple tasks simultaneously, attention to detail, and a commitment to excellence are vital. A successful candidate will be flexible, resilient, and always exercise sound judgement.
In this role, you will be responsible for providing comprehensive support for the Director of our Software Organization as well as the larger Advanced EV Development Team on-site in Palo Alto, CA.
RESPONSIBILITIES
What you'll be able to do:

• Maintain the highest level of confidentiality regarding corporate and personal information.
• Partner with the executive ensuring efficient and effective time management.
• Serve as the executive's liaison to various internal and external parties. Handle correspondence, prepare reports, and assist with creating presentations.
• Manage the executive's calendar.
• Coordinate meetings, appointments, and travel arrangements. Ensure the executives preparedness for meetings and engagements; materials, attendees and remaining on schedule.
• Maintains and organizes Outlook, communications, and folder as appropriate, keeping the executive well-organized and aligned to Company records and retention schedules.
• Sorts, screens, and distributes incoming and outgoing mail for the executive highlighting information of interest and/or curate reading material.
• Participates as an adjunct member of the executive's leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
• Optimizes travel arrangements based on the executive's travel needs and preferences.
• Manages complex itineraries, including any changes, ensuring the executive is aware. Completes related expense reports.
• Coordinates interactions between executive and employees when appropriate.
• Assists with special projects as needed.
• Acknowledges the need for flexibility in scheduling when different time zones are involved.
• Continuously seek process improvement to increase productivity and efficiency.
• Support onsite events, when required.
• Always anticipate the needs of the executive and team and proactively address issues before they arise.

Additional Qualifications/Responsibilities
The minimum requirements we seek:

• High school diploma or GED.
• 3 years of experience as an executive assistant, Project Manager, Office Operations OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the essential functions of the job.

Preferred Requirements:

• Bachelor's degree or professional associate degree.
• Detail-oriented, organized, and excellent time management skills.
• Displays a high degree of integrity and maintains confidentiality of sensitive information.
• 3 years of Microsoft Office Suite experience
• Works well independently with minimal supervision.
• Excellent communication skills (written and verbal), ability to work independently and communicate with all levels of management.
• Possess quick learning skills, to learn new software systems and products / cloud tools with ease.
• Responsive, self-starter; takes initiative in resolving issues or concerns.
• Ability to work collegially and collaboratively within a team environment in an open-concept office area.
• Proactively assess risk and resolve issues prior to them becoming problems for the larger teams.
• Experience working on multiple projects simultaneously while meeting deadlines with changing priorities.