What are the responsibilities and job description for the Administrative Assistant position at Vertisystem?
Title : Administrative Assistant
Location : San Francisco, CA, 94105
Duration : 5 months Contract with Possible extension
Pay Rate : $30-$33 Per hour on W2
Familiarity with basic cybersecurity terminology and concepts is a plus.
Job Summary :
We are seeking a detail-oriented and highly organized Administrative Assistant to support our Security team for a short-term contract. The ideal candidate will have strong administrative and communication skills, be proficient in Google Suite, and thrive in a fast-paced environment. This position is perfect for someone looking to gain experience in a dynamic remote work setting while providing essential support to our executives and team operations.
Calendar management - coordinate all meetings both internal and external, being proactive about conflicts and understanding priorities. This role will involve heavy calendar management.
Manage the daily schedule of the executives; coordinate domestic and international travel, process expense reports and assist with management of budget needs
Field incoming requests; exercise strong judgment and discretion with highly confidential information.
Help schedule and coordinate logistics for meetings, conferences and special events (onsite & offsite).
Maintain trusting relationships with customers, prospects, team and contacts
Provide backup support for other Admins in the department
Provide general administrative support by scheduling appointments or making dining reservations
Maintain and organize digital files ensuring accuracy and easy retrieval of documents.
Assist with preparing and editing documents, presentations, and reports.
Assist in the coordination of meetings, conferences, and other events, including logistics and communications.
Perform data entry and maintain accurate records in spreadsheets or databases.
Support the team with basic research and other special projects as required.
Assist with other administrative tasks as assigned by management and Executive Assistant, Security
Required Skills :
Minimum 3 years of professional experience; ideally supporting 4 or more executives
Ability to interact in a professional manner with customers, prospects and internal team
Experience with web-based scheduling and collaboration tools; G Suite, Coupa, Navan, Zoom, and Workday
Experience with project management tools (e.g., Trello, Jira, Asana) is a plus, but not required.
Experience with arrangement of schedules and logistics, at times, across multiple time zones
Outstanding time management skills and attention to detail
Ability to quickly learn new tools and technologies; interest and experience in using technology to improve work efficiency
Expectation of complete confidentiality on all business matters
Ability to effectively communicate and collaborate with a diverse range of people and job functions
Excellent verbal and written communication skills
Ability to remain energetic and positive in a fast-paced environment
Excellent common sense and ability to make solid judgment calls autonomously
Ability to be proactive and anticipate next steps
Get along well with a variety of personalities; team player attitude
Ability to prioritize multiple task
Education
NA - High school diploma or equivalent; some college coursework preferred.
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