Job Summary

Executive Assistant

  • Location:
    Palo Alto, California
  • Job reference:
  • Category:
    Customer Service (non-IT)
  • Contract Type:

Corporate Real Estate Executive Assistant
Do you consider yourself a leader with a tenacious attitude? Are you someone who can “jump in” and contribute to a dynamic team environment? My client is seeking an Executive Assistant to provide executive assistance  to management and broader global team in administrative and specialized projects. My client manages all real estate assets and is responsible for planning and managing the real estate portfolio and for delivering a workplace experience that fosters culture of innovation and reinvention. The Executive Assistant will report directly to the Business Operations Lead and will directly support the global Head and one additional Senior Leader of the organization. This role will focus on providing a full range of administrative, operational, and specialized support to the executives, and global team members. In addition to supporting day to day administrative functions for management and the team, this role will support all staff related initiatives and programs globally. He/she will be the “go-to” person on the team and must show initiative in assisting the management & team in all areas of daily business.
As a key member, a successful candidate will be responsible for driving business administration, operations, and specialized support efforts that drive organizational goals and objectives through efforts of:
• Prioritization
• Consistency and use of best practices
• Operational efficiency
• A high performance and collaborative culture
Specific responsibilities will include:
• Provide executive support to the Senior Leader of the organization
• Support related team and functional meetings in agenda setting, facilitation, recording minutes, and at times provide simple technical support (i.e. Skype meeting logistics)
• Responsible for conference room scheduling, travel arrangements, meeting/event scheduling & logistics, calendar management, expense report processing, and other support as directed
• Coordinate and maintain files, records, documents, and web/SharePoint content, including contact information and organization charts
• Acts as point of contact by receiving inquiries and providing routine to moderately complex information in accordance with instructions provided by manager or other senior staff. Refers more complex questions to other staff or to the manager
• Act as proxy to management on approvals
• Perform office administrative duties, including office mail delivery and receipt, general supply/equipment orders, coordinate equipment maintenance (i.e. copiers, printers, etc.), and coordinate new team member on-boarding process
• Coordinate and provide back up support to other support specialists as needed
• Other administrative support tasks as assigned
Specialized Support
• Prioritize conflicting demands, handle matters expeditiously, proactively and follow-through on projects to successful completion, often with deadline pressures
• Produce management reports and presentation material as needed in an accurate and timely fashion
• Provides line of sight and support to functional and regional program initiatives (e.g. Energy Management & Sustainability Program, IFM related programs)
• Provide project and analytical support as directed by management
• Drives global compliance and process initiatives within team
• Coordinate with global teams, outsourced provider support, and partner organizations (IT, HR, tax, finance,…) as required
As successful candidate will possess the following qualifications
• Education: Bachelor’s degree preferred
• Experience: 5+ years of professional experience, including some experience in office administration and executive support is required
• Exposure to corporate real estate or tech industry preferred
Skills/Knowledge Requirements:
• Ability to anticipate management or team needs
• Pro-active
• Demonstrate sound judgment handling competing priorities and potential conflicts
• Excellent communication skills, both written and verbally
• Strong multi-tasker and strategic thinker
• Exceptional organizational and time management skills
• Ability to work across all levels of the global organization
• Tech savy (Skype meeting, Video conference, etc.)
• Strong MS Office applications, Power Point, Visio, SharePoint and the ability to learn new applications quickly
• Strong attention to detail
• Team player and work ethic
• Flexibility for overtime when needed
If you are interested in this position, please email me your resume (Email Address Withheld by Request). Thank you!

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

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