Overview
Executive Assistant Jobs in Alameda, CA at Penumbra, Inc.
Title: Executive Assistant
Company: Penumbra, Inc.
Location: Alameda, CA
General SummaryThe Executive Assistant provides complex, confidential administrative support to executives in assigned Business Unit/function on matters of significance requiring knowledge of policies and procedures supporting business operations. As an integral part of the team, this role will be comfortable working in a fast-paced environment, juggle competing priorities, and work with little supervision. As a key point of contact for the team, organizational skills and a positive attitude are an absolute must. The role requires the ability to recognize inefficiencies and implement streamlined processes and solutions. The role also requires openness to pivot responsibilities as needed based on priorities.
Specific Duties And Responsibilities
Perform complex and confidential administrative support requiring knowledge of policies and procedures to support business operations. *
Support executives by proactively managing complex calendars and resolving any conflicts, scheduling all weekly and monthly meetings, and coordinate other meeting requests. *
Communicate with all levels of executive management and staff effectively and efficiently; provide information which requires the use of judgment and interpretation of policies and procedures. *
Inform management of administrative decisions, established policies and background.
Research and summarize a variety of information including review for thoroughness and accuracy.
Arrange complicated domestic and international travel for executives and compile expense reports as requested (experience w/Certify is a plus).
Partner with colleagues to manage, plan and coordinate recurring and special projects as well as internal and external executive-sponsored event planning*
Provide backup support for other executive assistants and executive staff as needed*
Administer department SharePoint site
Understand the Sunshine Act and appropriately track HCP expenses for compliance reporting
Proactively anticipate and identify needs and concerns and address them head on.
Compile PowerPoint slides for company meetings and presentations
Greet all VP guests and manage their activities while on campus
Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures. *
Understand relevant security, privacy and compliance principles and adhere to the regulations, standards, and procedures that are applicable to the Company. *
Ensure other members of the department follow the QMS, regulations, standards, and procedures. *
Perform other work-related duties as assigned.
Position Qualifications
Minimum education and experience:
Bachelor’s degree with 6+ years of administrative support at the executive level required, or equivalent work experience
Additional Qualifications
Experience at publicly traded company preferred
Strong executive presence and demonstrated leadership skills, good judgment, and the ability to effectively interface with employees and leaders at all levels
Excellent verbal and written communication skills with a knack for articulating complex issues to others
A consummate professional with exceptional interpersonal skills, including the ability to always handle sensitive situations and confidential information with tact and discretion
The ability to prioritize assignments while working on multiple projects with moving deadlines simultaneously
Organized and detail-oriented, tec…
