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Executive Assistant
Ref No.: 18-16101
Location: Palo Alto, California
Job Title: Executive Assistant
Work Location: Palo Alto, CA 94304
 
Description:
 
Provide executive and administrative support for the senior team members.  This individual will work closely with the VPs daily, as well as support to the extended team.  Due to the nature of this role, this individual is expected to interact with senior executives inside and outside company as a regular part of his/her job.  This individual is expected to have a high attention to detail, superb organizational skills, ability to multi-task significantly and work well under pressure.
 
Expectations and Tasks
 
Closely engage and collaborate with the foundation leadership team and provide business operations support
Calendar: Maintain/prioritize and organize Outlook calendar    Schedule appointments, Communicate with key individuals inside and outside of the organization.  Provides information to board members, senior leaders, managers, co-workers, customers, partners, vendors, and prospects.
Travel and Meeting Logistics Coordination:  Arrange meetings (internal team & external customer/vendor/partner) and coordinate conference logistics as required. Schedule appointments and complete travel or conference arrangements.  Process expenses associated with such travel/meeting coordination.
Support strategic company events and strategic customer and internal meeting logistics. 
Coordinate activities across special projects, including reporting and analytics.
Communicate with key individuals inside and outside of the organization.  Observing, receiving and otherwise obtaining information from all relevant sources.
 
Required skills:
 
Customer Focus:  Gives high priority to customer satisfaction and is dedicated to meeting the expectations and requirements of internal customers --- gets firsthand information and uses it for providing solutions; proactively establishes and maintains effective relationships with customers and gains their trust and respect.
Acts as liaison between internal and external stakeholders and customers.
Time Management: Uses time effectively and efficiently; values time; has strong prioritization and multi-tasking skills.
Organization: can orchestrate multiple activities at once to accomplish a goal. Uses resources effectively and efficiently; arranges information and files in a useful manner.
Confidentiality: Experienced at handling sensitive information, including confidential, with appropriate level of tact and diplomacy. 
Functional and Technical Skills:  Utilizes advanced PC software skills (Microsoft Office: Outlook, Word, Excel, PowerPoint.  Working knowledge of company systems is a plus) to update and maintain internal systems and files necessary to support information requirements of management.
Interpersonal Skills: Relates well to all kinds of people throughout the organization. Builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact. Ability to generate trusted relationships with internal customers. Maintains strict confidences as required.
Initiative and Judgment: Works to influence and is proactive.  Makes good decisions based on a mixture of analysis, wisdom, experience and judgment.
 
 
Specific requirements include:
 
  • High School Diploma or GED required
  • 5-10+ years of professional work experience and excellent proven track record
  • Prior experience in Executive Support is required
  • Advanced knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint).
  • Ability to deliver highest quality under deadline pressure and in complex environments
  • Outstanding communication skills
  • Strong organizational skills
  • Ability to remain calm when juggling multiple tasks
  • Demonstrate an ability to make decisions and handle difficult situations independently, while exercising judgment and discretion
  • Ability to solve problems; anticipate and manage project expectations and risks; presents problems and solutions effectively to appropriate leadership
  • Professional, authoritative and friendly attitude.
  • Develop and leverage relationships with key business people
  • Effective interpersonal and communication skills and the ability to interface with personnel at all levels, both verbally and in writing
  • Experienced in both start up and established corporate cultures
  • Ability to work with colleagues at every level of the organization
  • Fluency in English, additional languages preferred
 
For more information – please contact:
 
Manoj Patidar
Direct: 703-480-4125
Email: manojp@lancesoft.com