We are seeking an Executive Assistant to support our client's C-level Executives at their HQ office. Please see below for the job description and desired qualifications;
GENERAL DESCRIPTION: The Executive Assistant’s primary focus is to provide a wide range of highly confidential, complex, and professional executive-level support; and must be able to work independently with little or no supervision. The Executive Assistant is a highly resourceful team player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. As a critical member of the team this position serves as the hub for all activities of the senior leadership of the company and as such will exercise independent judgment in a variety of situations, maintaining a realistic balance among multiple priorities. This position liaises with other senior management roles in the headquarters office, and with leadership of each of our Regional Offices around the world. The position requires an understanding of the company's and the Executives’ business priorities to make independent decisions regarding meetings, schedules, and efficient use of the Executive’s time and focus. The position also requires the independent management of numerous projects for the Executive. The primary focus is on providing this support to the Executives but may be asked to provide similar support to other C-level executives, as requested.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Acts as the point of contact or “gatekeeper” among executives, employees, clients, and other external partners, and determines accessibility to the Executives based on knowledge of Executives priorities, projects as well as, the Executives schedule.
• Has a deep knowledge of Executives and the company's business needs to be able to manage information flow in a timely and accurate manner with discretion and confidentiality. Acts as a Project Manager to coordinate communications and information; and works with others to assure compliance with timelines pertaining to request by the Executives for information and service.
• Based on the judgment and knowledge of both the Executives and the business, manages the calendar of the Executives and prioritizes requests for the Executives time and attention; and proactively sets up meetings, or follow up discussions, as required.
• Responsible for planning complex travel arrangements with travel agent assistance for the Executives, both domestic and abroad; by being proactive and in tune with the Executives with business needs and priorities.
• Manages the creation of various reports, charts, budgets, and other materials based on business needs.
• Based on the Executives and the business needs, summarizes, prioritizes, and researches information into a concise and usable format for the Executives. Manages and prioritizes Executives correspondence based on business needs.
• Coordinates high level projects, such as annual conference planning and weekly staff productivity reports.
• Audits and takes minutes of all meetings if requested by the Executives.
• Represents self, services, and company in a knowledgeable and professional manner.
Maintains Manuals and supporting documentation for the company’s insurance program and plays a critical role in the annual renewal of the program by assuring all data needed for the application process is complete, accurate and provided timely to the Insurance Broker. Assures all Certificates of Insurance are prepared and provided to appropriate source.
• As time permits, assists other departments with special projects as requested by executive level staff, as needed.
• Responsible for the distribution of important mail to C-Suite Executives;
• Generate and obtain appropriate approvals for Apostilles;
• Ability to notarize documents, as needed.
• Prepare Executives expense reports;
• On call 24/7 and is expected to take the CEO and C-suite’s calls at all times and is expected to be responsive to Executives requests often after business hours, when the Executives is traveling abroad;
• Must understand that confidentiality is a key skill and must know how to handle confidential situations with tact and professionalism.
GENERAL QUALIFICATION GUIDELINES: Experience, Education and Certification
• High School degree required. Bachelor’s and or associates degree or other formal secretarial/administrative training preferred, or equivalent experience.
• Minimum of 2 years of administrative support experience required, 3 years preferred.
• Possess a current Public Notary License, or willing to secure one. Knowledge, Skills and Abilities
• Proficient knowledge of Microsoft Office applications and use of general office equipment
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, while also meeting deadlines
• Well-developed interpersonal and communication skills
• Demonstrate excellent judgment and ability to solve problems
• Ability to work independently as well as in a team environment.
• Ability to interact with staff at all levels in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Must be flexible
• Speak and understand English
• Strong skills in English grammar and composition
• Able to lift approximately 15 – 20 lbs.
EEO Compliance:
Ryde Technologies is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Ryde Technologies will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.
Santa Clara, California