Executive Administrator#24-00993

San Jose, CA

Onsite Job Description

Description

• Provide administrative support to the Executives and assigned Department Heads (Client) for

SARC & ACL

• Facilitate internal and external communication; Produce or edit presentations, documents and spreadsheets for the Executives
• Be involved in other aspects of the team's functions such as collecting and tracking documents as needed
• Proactive calendar management, scheduling meetings/calls for internal and external participants, manage conflicts and work with Administrative staff to coordinate scheduling for Senior Leaders and necessary attendants
• Scheduling meetings and conference rooms in the Meeting Room Booking System (MRBS) Assist Finance & Legal
• Work with

SARC/ACL

finance with budget needs for special events, purchases, & outings

• Work with SAS's AP, AR, Finance teams etc.
• Any necessary / approved requests made Assist Facilities
• Procurement and distribution of office supplies
• Maintain office supply / Printer stations Assist Human Resources
• Working with recruiters by creating interview schedules for candidates
• Finding conference rooms for interviews
• Scheduling interview time on employees Knox (mySingle/PIMS) and Outlook calendars as needed
• Assist with corporate credit card request
• Update and maintain information and documentation on Admin Page on Sharepoint
• Create and share process documentation as needed
• Demonstrate

SARC/ACL

culture as a representative of the team by developing and maintain strong working relationships with other employees, contractors, vendors, and guests

• Management of "mailman" email groups as assigned Expenses
• Manage expense reports for Executives and other assigned DH's
• Track and file expense receipts
• Train employees as needed on how to submit expenses in GERP
• Purchase Orders, Invoices, & preferred vendor submission
• Learn to use our JIRA system to submit these request Travel
• Plan and process travel arrangements
• Prepare and process travel expense reports and submissions for Executives and assigned Client
• Submit TR/Ta in GERP
• Expense Trip receipts
• Book car services when necessary
• Submit global roaming for corporate cell phones when traveling internationally Meetings & Events
• Manage, collaborate and coordinate team or campus events as necessary, including but not limited to
• Coordinate catering/deliveries for team meetings, breakfast, lunches etc. as approved/requested by manager and up
• All hands meeting Requirements
  
• 6-10 years of experience supporting department head-level executives in heavily matrixed organizations