Please direct your responses to: rdmnassistant5@gmail.com
This position is for an Executive Admin AND General Office Support.
PLEASE ONLY RESPOND TO THIS POSTING IF YOU HAVE BOTH EA AND OFFICE SUPPORT EXPERIENCE AS LISTED along with 5 – 8 years experience.
To be considered you must send resume, salary history and a few sentences as to your qualifications for our job description to: rdmnassistant5@gmail.com
We are looking for a highly motivated, highly organized, and super-skilled Administrative Assistant / Office Coordinator supporting the CEO, the VP of Engineering and the Director of Finance and HR, as well as the corporate executive staff as needed of a small fast-moving high tech start-up company. The main responsibilities of this Administrative Assistant will be to undertake all administrative requirements for the CEO office and the executive staff, understanding the responsibilities, objectives and motivations within the organization in order to complete tasks on their behalf where possible. This position will report in to the Director of Finance and Human Resources and will directly support the CEO.
Requirement:
- 5-8 years administrative assistant experience, including experience supporting executive management
- Experience in using discretion in handling details of a highly sensitive nature.
- A team player who is proactive, cooperative, collaborative, flexible, identifies process improvement opportunities, loves to learn new skills and has a positive mindset.
- Knowledge of Microsoft Office Suite (Excel, Outlook and PPT)
Job responsibilities supporting CEO and Executive Staff include:
- Maintaining the schedules of CEO and executive staff
- Providing an efficient and effective channel of communications for the CEO to outside parties when needed
- Arranging and coordinating business travel, adapting quickly to changes in travel plans and requirements
- Planning and coordination of all types of meetings
- Editing Power Point presentations as appropriate
- Handling multiple tasks, adjusting priorities and focus as needed
Job responsibilities supporting office include:
- Greet visitors at the front door
- Sign for and route Fed Ex and various packages to staff. Send Fed Ex.
- Order daily lunches, set up for employees
- Keep kitchen stocked with snacks and drinks daily and weekly
- Keep office supplies and copier supplies stocked and organized
- Ongoing overall clean-up / organizing of office
- Handle facilities related inquiries as needed
- Work w/Marketing (and outside vendors) to create and display marketing materials throughout the office; ensure current events are posted on employee bulletin board
- Coordinate interview schedules with Managers, Recruiters, and candidates
- Assist all employees with the preparation of documentation necessary to obtain visas/passports
- Work with travel agent/employees to ensure all airline tickets purchased are cost-effective
- Book local hotels and transportation for employees visiting US office
- Ensure all travel is approved by VP and CEO and approval documentation is E-Mailed back to employee for expense purposes
- Assist patent attorney with the timely signing and returning of patent documents
- Facilitate signing of NDA's, ensure they are entered on spreadsheet and filed
- Ensure new employees have an office phone and a clean cubicle on start date
- Key fobs for new hires and visiting guests
- Maintain company telephone list
- Company Rental House
o Schedule regular walk-throughs w/landlord
o Ensure house is cleaned on a regular basis, including garage
o Coordinate booking of offshore employees in house
 Coordinate preparing of room with housecleaner (make bed; ensure house rules are clearly posted)
 Arrange key pick-up/drop-off
 Upon departure, coordinate with housecleaner to clean linens and remake bed
- Maintain org charts for Director of Finance & Human Resources
- Other projects as needed
The ideal candidate will:
- Show strong organizational skill in dealing with complex information for a wide variety of sources and in managing scheduling challenges for many people with diverse priorities
- Demonstrate a high level of tact, strong communication skills, the ability to handle multiple tasks, and the ability to complete project work while at the same time attending to work that is urgent.
- Model integrity, poise, high energy and a strong sense of urgency, acting as an extension of the leadership team.
- Seek proactive and creative win/win alternatives for leader and key stakeholders constantly assessing changing priorities and complex schedules.
- Show great attention to detail and the maturity to handle confidential information is a must.
- Anticipate administrative problems and conflicts and look for ways to remedy them before they emerge
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