Cook & Associates Engineering, Inc is seeking a well-rounded Executive Assistant for a long term 12-month extendable contract opportunity working out of San Jose, CA. Our client, a well-known ecommerce brand is looking for a talented individual to support several Sr. Directors and Directors across marketing divisions. In this role, as a true member of these teams, these leaders will count on your ability to manage calendars, manages domestic and international travel arrangements + related expenses, assists in meeting scheduling (Outlook experience required); coordinates off-site development and execution while overall assisting the Leaders in their day-to-day activities and team interface
This position requires the individual to exercise judgment and initiative, practice a high degree of flexibility, operate effectively in a fast-moving environment and multi-task in order to get the job done
Calendar management responsibility for internal and external meetings–using insight, decision-making, and prioritization skills with regards to managing action items.
Preparing and managing confidential information. Being privy to such sensitive information and a need to maintain good practice with integrity and diplomacy
Planning/project management skills to coordinate employee/client events
Managing and reconciling expense reports and purchase requisition submissions
Ability to interact comfortably and skillfully with senior level executives within and outside the company, as well as with customers, vendors and visitors
Resolve time sensitive issues with a high degree of precision an exhibit strong organizational, written and verbal communication skills
Credibly and competently interact with other executive assistants and managers within/outside of the company
Proficiently utilize MS Office applications; Word, Excel, PowerPoint and Outlook. Also, in-depth WIKI experience, Google Doc experience, DLManager knowledge, etc.
Managing all Executive travel for both domestic and international. Ability to work closely with travel agents, coordinating car service as needed, reserving hotels, etc.
Manage All Hands meetings, complex event planning, celebrations, off-sites, etc. This may include working with external caterers, onsite coordinators, Cafe, EAs, etc.
Play role of central resource and contact for information flow within the department.
Partner with other group executive administrative assistants to successfully plan and manage events, oversee projects and guide internal and external communications to key stakeholders as necessary.
Minimum of 5 years of executive administrative experience.
Outstanding planning and organizational skills
Attention to detail
Ability to prioritize, adhere to deadlines and multi-task
Strong Technical skills: proficient in MS Office including Excel, PowerPoint and Outlook
Excellent communication skills; ability to prioritize, take direction, and work independently on projects.
Customer and Team focused attitude is a must!
Ability to learn new technology, processes, and change directions quickly
Ability to be effective and efficient in a fast-changing environment
Compassionate. Excellent people skills
Desire and ability to positively influence the culture of the department and the company.
Professionalism, attention to detail, and integrity
Possess excellent organizational and communication skills, be comfortable making decisions, and be comfortable working on initiatives that require confidentiality.
Sense of humor, desire to have fun
Extremely organized with exceptional follow through
Does this sound like you? Apply today!
Must be at least 18 years old. Onward Search is a drug-free workplace. Onward Search is an equal opportunity employer, dedicated to a policy of non-discrimination in employment with regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, veteran status or any other classification protected by federal, state and local laws and ordinances, nationally and internationally.