Date Posted : 01 / 03 / 2025
Hiring Organization : Rose International
Position Number : 476098
Job Title : Senior Executive Assistant
Job Location : Oakland, CA, USA, 94612
Work Model : Onsite
Employment Type : Temporary
Estimated Duration (In months) : 13
Min Hourly Rate($) : 45.00
Max Hourly Rate($) : 50.00
Must Have Skills / Attributes : Interpersonal Skills, MS Office, SAP, SRM
Job Description
Required Qualifications :
- High School Diploma OR equivalent
- 3 years of executive administrative support experience
- Software / Office Applications : Good working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search
Desired Qualifications :
Secondary education (some college or professional certification) demonstrating advanced reading, writing and communications skills4 years working knowledge of Word, Excel, PowerPoint, Outlook, Internet SearchMay also require experience and knowledge with Client applications such as SRM, Concur, HR SAP, CATS, Visio, SharePointSoft Skills Required :
Motivated, self-starter, eager to master new skills – Can contribute with little directionCommunication and interpersonal skills that reflect a high degree of professionalismOrganization and planning skillsAttention to detailAnalytical thinkingAbility to manage multiple tasks efficiently, prioritize work and manage time to meet deadlinesFlexible and open to changeResourcefulnessAbility to use discretion and judgment in dealing with sensitive and confidential informationPolitical and organizational savvyAbility to foster teamwork, collaborative environmentAdditional Information :
Client will provide laptop and PPE (when needed)With prior HM approval, can expense for mileage, food, and Lodging while traveling outside of Oakland. can also reimburse for cellphone at a set rate every monthTravel :
Travel can be to anywhere in our service territory25-40% travelSENIOR EXECUTIVE ASSISTANT ROLE AND RESPONSIBILITIES :
Calendaring, Scheduling & Meeting Logistics :
Manage & prioritize calendarArrange ongoing / recurring as well as ad hoc meetings & conference callsSchedule conference rooms, set up audiovisual or on-line meeting tools and eventsCoordinate & ensure meeting logistics are in place. Reschedule appointmentsMay greet and escort parties to scheduled meetingsWritten & Oral Correspondence :
Compose, proofread, edit & format written correspondence, agendas, and documents for signatureAssist with phones, phone screening, oral contacts & communications, take phone messagesUtilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note : The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported)May monitor, sort and prioritize emails for the leaders, and use discretion and business judgment to respond directly or to forward to team members for responseRefer / Delegate / Track Questions, Actions & Issues :
Refer or delegate business issues or questions to others for resolution on behalf of leader or teamFollow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on statusDocumentation, Records Management & Filing :
Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materialsProcess, distribute mail. May assist or coordinate maintaining information on intranet siteMaintain a records management system, including efficient filing system, document storageCoordinate Travel & Events :
Handle all travel related aspects for individuals and groupsArranging conference facilities, cateringManaging logistics for travel, group and events arrangementsCreate detailed itineraries. Audit / monitor for adherence to corporate travel guidelinesOffice Supplies & Equipment Ordering :
Order & maintain an inventory of items requiredOrder new equipment or schedule, service / maintenanceOrder suppliesManage mail to ensure timely delivery, especially correspondence from regulatory agenciesTimely reconciliation of expense reports with adherence to expense report policyManage commercial card usage and timely reconciliation of statementsWill include credit card administrationWill maintain subscriptions, and membershipsMay process and track check & wire transfer requestsMay prepare and distribute invoices, requests for paymentHR, Safety, Compliance Training, Building & Asset Related Tasks :
Handle HR related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order LAN ID and assets for new hiresMonitor & track staff participation in required training, reading or action including safety and complianceComplete building services requestsMay coordinate office space planningHandle all aspects of new employee onboardingActively participate in staff meetings with process and continuous improvement ideas including safety and budget reduction areasCreate Presentations :
Create, assemble, modify, proofread presentations, spreadsheets, reportsCreate Reports & Track Metrics :
Manage data, metrics tracking and reporting, report creation and executionMonitor training status of department and provide to leadersBackup Other Administrative Assistants : Provide backup and support tother Executive Assistants as required, including travel to San Francisco General Office as neededOnly those lawfully authorized to work in the designated country associated with the position will be considered.Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.Benefits :
For information and details on employment benefits offered with this position, please visit here. Should you have any questions / concerns, please contact our HR Department via our secure website
California Pay Equity :
For information and details on pay equity laws in California, please visit the State of California Department of Industrial Relations' website here
Rose International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender (expression or identity), national origin, arrest and conviction records, disability, veteran status or any other characteristic protected by law. Positions located in San Francisco and Los Angeles, California will be administered in accordance with their respective Fair Chance Ordinances.
If you need assistance in completing this application, or during any phase of the application, interview, hiring, or employment process, whether due to a disability or otherwise, please contact our HR Department
Rose International has an official agreement (ID #132522), effective June 30, 2008, with the U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Verification Program (E-Verify). (Posting required by OCGA 13 / 10-91.).
