JOB OVERVIEW:

Duties will include calendar coordination, scheduling and setting up of meetings/conferences calls, domestic and international travel arrangements, vouchers, prepare PowerPoint presentations, handle and create correspondence as well as delegate/track action items as appropriate, facilitate, handling and editing of the board books. Generate purchase requisitions and order supplies via on-line ordering tool. Strong interaction with Executives and customers requiring a high degree of diplomacy, confidentiality, independence and judgment. Coordinate communications for worldwide organization.

JOB RESPOSIBILITES SUMMARY:

• Handle details of a highly confidential and critical nature. Initiate and follow-up on high level contacts of a complex nature inside and outside of the company.

• Communicates and handles incoming and outgoing electronic communications.

• Collect and prepare information for use in discussions/meetings to include external individuals (customers, investors, etc.).

• Compose business correspondence, monitor external/internal communications, address communications in an expeditious manner and bring critical issues to the immediate attention of the CEO and Executive team.

• Manage CFO's calendar (QFR's, guidance meetings, conference calls/earnings release, one-on-one meetings, and regular staff meetings Interacts with the Board of Directors, Exec Committees, Auditors, Investors and Customers.

• Edits and processing of Board Books, meeting minutes, checklists, policies, presentations, audits, and Press Releases

• Travel Management: Arranges, coordinates, and books all business travel, domestic and international

• Make suggestions to better facilitate and/or improve administrative processes.

• Immigration coordination: Visa applications for domestic and international travel and visitors

• Schedules and manages calendars and meeting rooms.

• Coordinate's meetings and establishes agendas.

• Manages and prepares timely expense reports and check requests.

• Assists with Training Programs

• Assists in the preparation of presentations.

• Provides data entry support.

• Must obtain thorough knowledge of company operations and policies and procedures.

• Committee Events team member

• Direct liaison with Café management, catering orders for meetings and events

• Order business cards, name plates and company office supplies

• Special projects, as needed.

REQUIREMENTS:

- Minimum of 7-10 years administrative executive-level support experience
- Strong organizational, communication, and interpersonal skills

- PC proficiency, including expense software, MS Word, PowerPoint, Excel, Outlook and Teams
- Demonstrated ability to establish priorities and work independently in rapidly changing environment

- Knowledge of company policies & procedures

- Booking of international/domestic travel arrangements

- Ability to work additional hours on short notice as necessary

- US Person Citizenship

Job Type: Full-time

Salary: $110,000.00 - $125,000.00 per year

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Santa Clara, CA 95054: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person

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