X-Therma Inc. · 2 days ago

Executive Assistant

Hercules, CA

Full-time

Onsite

Entry Level

$60K/yr - $80K/yr

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Responsibilities

Manage executives’ calendars and set up meetings as soon as requested

Take minutes during meetings and follow-up with highly organized summaries

Act as the point of contact among executives, employees, clients and other external partners

Make travel and accommodation arrangements

Sort and file documents in a secure manner

Format information for internal and external communication – memos, emails, presentations, reports

Handle arrangements for meetings, including preparation of conference rooms, meeting materials, and supplies. Capture and follow through on action items

Develop agendas for each meeting, summarize backgrounds of those attending

Build and manage certain internal databases of information

Track daily expenses and reimbursements and prepare weekly, monthly or quarterly reports

Pay bills, scan and send documents, and other administrative tasks

Prepare reimbursements for team members

Ready and willing to take on any project or task to aid the team's productivity

Ready and willing to assist executives in personal life, including driving to appointments, picking up items, setting and providing reminders, etc.

Act as an office manager by keeping up with office supply inventory, and other office cleanliness at the highest level, always ready for unannounced partner visits

Act as the “First face” of the Company to check in visitors, receive packages, and mail

Conceive of and organize monthly happy hours, holiday parties, purchase, and arrange items

Take responsibility for monitoring employee birthdays, yearly anniversaries, etc.

Stock kitchen supplies with rotating options of tasty treats

Direct the weekly lunch program for selected staff members

Qualification

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AdministrationOperationsFinanceProblem-solvingFlexible mindsetStrategic planning work ethicAnalytical skillsOrganization skillsAttention to detailsInterpersonal skillsCommunication skillsCollaborationConflict managementTeamworkAccountingHuman resourcesAdvanced Microsoft Office skillsOutlookMS TeamsSmartsheetIntranet/internet networksBrief instructionsSelf-drivenHighly efficientOutcome-focusedTeam-oriented