Job Description
Job Description
- LOCAL CANDIDATES TO BAY AREA ONLY
Job title : Director's Assistant
Description :
LOOKING FOR LOCAL CANDIDATES, CURRENTLY RESIDING IN BAY AREA / WORK LOCATION.ASSIGNMENT IS HYBRID AND WILL BE REQUIRED 10% ONSITE AT OAKLAND GO AS REQUIRED BY MANAGER.TOP THINGS LOOKING FOR :
Relevant Experience : Admin support, project mgmt.Technical skills : Software proficiency – e.g., Microsoft SuiteOrganizational Skills : Time management (prioritize tasks), project management (evidence of managing multiple tasks or projects simultaneously and meeting deadlines)Strong Communication Skills : Written and interpersonal skillsProblem-solving abilities : Initiative and adaptabilityAttention to detailJob Description :
Calendaring, Scheduling & Meeting Logistics :Manage and prioritize calendar for Sr. Director and Director.Arrange ongoing / recurring as well as ad hoc meetings and conference calls.Schedule conference rooms and set up audio visual tools.Coordinate and ensure meeting logistics are in place.Reschedule appointments.Greet and escort external parties to scheduled meetings.Written & Oral Correspondence :
Compose, proofread, edit, and format written correspondence, agendas, and documents for signature.Assist with phones, phone screening, oral contacts, and communications, take phone messages.Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department.Refer / Delegate / Track Questions, Actions & Issues :
Refer or delegate business issues or questions to others for resolution on behalf of leader or team.Follow up to ensure issue or question status and resolution.Track action items using a follow-up system, communicate and report on status.Documentation, Records Management & Filing :
Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature.Prepare copies, arrange materials.Process, distribute mail.Maintain a records management system, including efficient filing system, document storage.Coordinate Travel & Events :
Handle all travel-related aspects for individuals and groups.Arranging conference facilities, catering.Manage logistics for travel, group and events arrangements.Audit / monitor for adherence to corporate travel guidelines.Office Supplies & Equipment Ordering :
Order and maintain an inventory of items required.Order new equipment or schedule, service / maintenance.Order supplies.Prepare Invoices, Purchase Orders, Expense Reports :
Assist with processing of invoices, purchase orders / requisitions, and expense reports.Manage commercial card usage and reconciliation of statements.HR, Safety, Compliance Training, Building & Asset Related Tasks :
Handle HR-related administrative tasks including time reporting, pay planning, performance management, organization change requests (OCRs), personnel change requests (PCRs), pay change requests, rewards and recognition forms, organization chart updates, emergency lists.Order LAN ID and assets for new hires.Monitor & track staff participation in required training, reading or action including safety and compliance.Complete building services requests.Handle all aspects of new employee on-boarding.Create Presentations :
Create, assemble, modify, proofread presentations, spreadsheets, reports.Backup Other Administrative Assistants :
Backup and support to other Assistants as required.Prior Utility experience preferred.POSITION #2
LOCAL CANDIDATES ONLY. The role is onsite at Oakland GO majority of the time.TOP THINGS :
Self Starter – Can contribute with little directionExcellent Communication SkillsStrong Organizational SkillsTravel can be to anywhere in our service territory (25-40% travel)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 month.Calendaring, Scheduling & Meeting Logistics :Manage & prioritize calendar.Arrange ongoing / recurring as well as ad hoc meetings & conference calls.Schedule conference rooms, set up audio visual or on-line meeting tools and events.Coordinate & ensure meeting logistics are in place. Reschedule appointments.May greet and escort parties to scheduled meetings.Written & Oral Correspondence :Compose, proof read, edit & format written correspondence, agendas, and documents for signature.Assist with phones, phone screening, oral contacts & communications, take phone messages.Utilize 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 response.Refer / Delegate / Track Questions, Actions & Issues :
Refer or delegate business issues or questions to others for resolution on behalf of leader or team.Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on status.Documentation, Records Management & Filing :
Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials.Process, distribute mail. May assist or coordinate maintaining information on intranet site.Maintain a records management system, including efficient filing system, document storage.Coordinate Travel & Events :
Handle all travel related aspects for individuals and groups.Arranging conference facilities, catering.Managing logistics for travel, group and events arrangements.Create detailed itineraries. Audit / monitor for adherence to corporate travel guidelines.Office Supplies & Equipment Ordering :
Order & maintain an inventory of items required.Order new equipment or schedule, service / maintenance.Order supplies.Manage mail to ensure timely delivery, especially correspondence from regulatory agencies.Timely reconciliation of expense reports with adherence to expense report policy.Manage commercial card usage and timely reconciliation of statements.Will include credit card administration.Will maintain subscriptions, and memberships.May process and track check & wire transfer requests.May prepare and distribute invoices, requests for payment etc.HR, 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 hires.Monitor & track staff participation in required training, reading or action including safety and compliance.Complete building services requests.May coordinate office space planning.Handle all aspects of new employee onboarding.Actively participate in staff meetings with process and continuous improvement ideas including safety and budget reduction areas.Create Presentations :
Create, assemble, modify, proofread presentations, spreadsheets, reports.Create 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 to other Executive Assistants as required, including travel to San Francisco General Office as needed.Minimum Qualifications
High School Diploma OR equivalent3 years of executive administrative support experienceDesired Qualifications
Secondary education (some college or professional certification) demonstrating advanced reading, writing and communications skills4 years working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search.Communication & 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 savvyMotivated, self-starter, eager to master new skillsAbility to foster teamwork, collaborative environmentSoftware / Office Applications : Good working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search.May also require experience and knowledge with Client specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint
