Overview
Executive Assistant Jobs in San Francisco Bay Area at OSI Engineering
Title: Executive Assistant
Company: OSI Engineering
Location: San Francisco Bay Area
Executive Assistant
Summary:
Provide administrative, clerical support and personal assistance for Executives. Maintain the Executive’s itinerary and schedule, and provide communications screening and services. Function as the travel coordinator. Plan, arrange, schedule, and coordinate domestic and international executive leadership, company and community meetings, travel, accommodations, appointments, meeting materials, and facilities. Prepare presentations, correspondence, and handle telephone inquiries, filing, and copying. Prepare and maintain division records, documents, expense reports, research materials, and files. Maintain inventory of executive’s assigned property and equipment. Prepare executive personnel transaction documents, ensure access to company benefit and communications materials, and function as source to the executive for administrative information, forms, policies, procedures, and records.
Essential Duties and Responsibilities:
Supports Executive level Management (Typically EVP) and works with external customers and visitors.
Maintains the Executive’s itinerary and schedule with specific attention to detail. Identifies critical level of communications and the need for the Executive’s notification. Interprets and clarifies requests, and assists with required responses and action. Assists the Executive with personal affairs. Provides counsel on miscellaneous personal issues and the interpretation of administrative policies and procedures. Prepares executive level reports, compiles data into comprehensible format, and provides information for the executive’s effective community, internal, and company headquarters communications.
Prepares and makes domestic and international travel and accommodation arrangements. Schedules and plans meetings and appointments for the President and special visitors. Coordinates and provides VIP visitor accommodations, special travel needs, and hotel arrangements.
Schedules executive conference rooms, maintains conference room equipment, and provides materials and supplies. Coordinates executive meetings and schedules with leadership via executive admin staff.
Coordinates and assists in the preparation and execution of executive level communications. Assists the Executive with maintaining continuous executive, community, and industry contacts. Takes messages for executive leadership and VIP guests, and handles routine inquiries. Provides executives admin support.
Responds to travel policy questions and resolves issues. Recommends primary agents and negotiates hotel, auto rental, and airfare rates with approved travel agents and vendors.
Performs word processing and prepares presentations, spreadsheets correspondence, contracts, internal memos, expense and status reports, etc. Establishes executive level documentation standards and creates templates and styles to be used. Updates and maintains various presentations and records for the executive staff (e.g. schedules, expense reports, and time sheets).
Background/Experience:
College courses in business administration or a related field, or equivalent work experience in executive office administration, executive services, and applied secretarial skills and practices.
A minimum of 3-10 years experience in an executive administrative support position.
Must be English- oral and written.
Experience researching information and preparing headquarters company communications.
Experience developing executive presentations using a variety of PC…
