Site Lead Executive Assistant

Site Lead Executive Assistant

Triple Crown is the leading provider of Hardware, Embedded, Software, and Mechanical engineering talent. Our candidate centric business model allows our recruiting team to instantly deliver talent resources to your most demanding project needs. Triple Crown prioritizes fostering relationships with our engineers and clients to easily identify talent solutions to help streamline the process. From Fortune 500 enterprises to emerging startups, business and technology teams consistently rely on Triple Crown’s ability to rapidly place specialized engineering talent to achieve their digital transformation goals.

The Executive Assistant supports the Site Leads by managing administrative-related tasks such as scheduling, creating reports, organizing travel and accommodation, taking meeting notes, and other organizational tasks. Additionally, this role ensures efficient operations of the office and works directly with our production staff to assist with equipment and onboarding for high level clients. A good fit for this role is someone who is proactive and willing to take the initiative to complete unanticipated or ad hoc tasks, as this role is highly dynamic and requires a high level of adaptability to meet the changing needs of the organization. This role reports directly to the Site Lead of the office and works under limited supervision. This role supports the San Jose office in person, and Phoenix office in a remote capacity.

Job Duties and Responsibilities :

• Support Site Leads with administrative needs. This includes, but is not limited to, managing calendars, booking travel, making meeting and event arrangements and assisting in providing effective support to staff, customers, and external contract employees.
• Produce information as needed by accessing data within the CRM to create reports, both reoccurring and ad hoc.
• Communicate in a professional and respectful manner to calls coming in on the main line directing people to the appropriate contact.
• Conserve Site Lead’s time by taking minutes and sending recaps on necessary meetings both recurring and ad hoc. Following up on necessary action items with the appropriate parties.
• Assist Site Leads in tracking production team’s progress and metrics, proactively scheduling necessary meetings and keeping track / notifying Site Lead of milestones staff may hit.
• Ensure proper functionality of the mechanics of the office including, but not limited to, greeting visitors, answering phones, stocking kitchen, ordering supplies, overseeing new hire set-up for internal hires, and communicating with building facilities for any issues or concerns.
• Provide support to sales team as needed for high level clients including but not limited to; working in client’s system to ensure external employees are onboarded and processed, assisting in tracking updates from client and communicating with necessary parties to ensure a timely response and prevent delays.
• Manage equipment distribution for high level clients. Communicate directly with necessary parties, internally and externally, to ensure all documents are procured and equipment is delivered and returned within the necessary timelines.
• Communicate directly with external employees and clients as needed to receive necessary information regarding timesheet submittal and approvals.
• Collaborate with other back-office departments and Executive Assistants internally, to coordinate schedules and complete projects recurring and ad hoc.
• Ensuring that office spendings are withing the set budgets and coordinating with the Site Leads and necessary parties as it relates to; snacks / office supplies, travel, events, and any other spending the Executive Assistant may make related to job duties.
• Coordinate and schedule recurring, and ad hoc events for the offices. Communicate with necessary internal parties to manage budgets and resources for events.
• Provides clerical support when needed to assist back-office staff with assigned administrative duties.
• Respond to staff inquiries and properly route concerns related to Human Resources and Finance, including payroll, benefits, expense reimbursements, commission reports, or other matters.
• Manage special projects and coordinate project deliverables, as needed.
• Maintains leadership’s confidence and protects business operations by keeping information confidential.
• Additional duties and responsibilities, as needed, based on the frequently changing needs and growth that occurs across the company.

Qualifications and Skills :

Triple Crown Consulting provides equal employment opportunities to all employees and employment applicants without regard to considerations of race, color, religion or creed, gender, sex (including pregnancy), national origin or ancestry, ethnicity, citizenship status, genetic information, military or veteran status, age, and physical or mental disability, or any other classification protected by applicable local, state, or federal laws. Triple Crown Consulting does not tolerate discrimination in any aspect of employment, including, but not limited to, hiring, job assignment, compensation, promotion, benefits, training, discipline, and termination.