SEDAA

*************LOCAL CANDIDATES TO BAY AREA ONLY******************

Job title: Director's Assistant

Location - Oakland, CA  (4days onsite, Friday remote)

Pay range - $40K - 48K/Annum

Description:

LOOKING FOR LOCAL CANDIDIDATES ONLY. CURRENTLY RESIDING IN BAY AREA/NEAR OAKLAND GENERAL OFFICE. ASSIGNMENT IS REQUIRED ON-SITE IN OAKLAND 4 DAYS A WEEK & 1 DAY REMOTE. CLIENT LAPTOP WILL BE ISSUED. CELL PHONE TO BE PROVIDED.

TOP THINGS LOOKING FOR:

1.  Experience with executive scheduling in Outlook
2.  Past experience as EA who is able to support multiple directors/clients

TOP SKILL SETS MANAGER IS LOOKING FOR IN A CANDIDATE:

1. Strong organization/detail orientation, drive to structure administrative cadences and responsibilities.
2. Ability to self-serve/build admin network to support onboarding and routine tasks.

Support three directors with the following tasks:

• Calendaring, Scheduling & Meeting Logistics: Manage & prioritize calendar. Arrange ongoing/recurring as well as ad hoc meetings & conference calls. Schedule conference rooms, set up audio visual or on-line meeting tools and events. Coordinate & ensure meeting logistics are in place. Reschedule appointments. May greet and escort parties to scheduled meetings.
• Manage enterprise-wide executive meetings, fully owing scheduling, materials collection, AV coordination, and other administrative responsibilities. Interface with Office of the CEO as needed to identify and resolve issues related to this OR implementation.
• Refer / Delegate / Track Questions, Actions & Issues: Refer or delegate business issues or questions to others for resolution on behalf of leader or team. Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on status.
• HR, Safety, Compliance Training, Building & Asset Related Tasks: Handle HR related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order equipment and IT set up, including employee ID for new hires. Monitor & track staff participation in required training, reading or action including safety and compliance. Complete building services requests. May coordinate office space planning. Handle all aspects of new employee onboarding.
• Coordinate Travel & Events: Handle all travel related aspects for individuals and groups. Arranging conference facilities, catering. Managing logistics for travel, group and events arrangements. Create detailed itineraries.
• Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials.
• May assist or coordinate maintaining information on intranet site. Maintain a records management system, including efficient filing system, document storage.
• Prepare Invoices, Purchase Orders, Expense Reports, Budgets: Assist with processing of invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. May monitor department budgets, costs. May monitor adherence to expense report policy. May include credit card administration. May maintain subscriptions, memberships. May process check & wire transfer requests. May prepare and distribute invoices, request payment.
• Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with phones, phone screening, oral contacts & communications, take phone messages. use polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported). May monitor, sort and prioritize emails for the leader, and use discretion and business judgment to respond directly or to forward to team members for response.
• Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader(s) and the organization.

Skills Needed:

• Communication: Effective verbal and written communication is key for interacting with executives, colleagues, and external stakeholders.
• Organization: Must be able to manage multiple tasks, prioritize responsibilities, and maintain order in a fast-paced environment.
• Time Management: Efficiently manage their own time and the executive's schedule, meeting deadlines and prioritizing tasks.
• Problem-Solving: Identify issues and develop solutions quickly and effectively.
• Interpersonal Skills: Build rapport with stakeholders, maintain professionalism, and navigate social situations with tact.
• Adaptability: Thrive in fast-paced environments, embrace change, and handle pressure with grace.
• Discretion and Confidentiality: Handle sensitive information with discretion and maintain confidentiality.
• Attention to Detail: Ensure accuracy and thoroughness in all tasks.
• Project Management: Plan, organize, and execute projects, often involving coordination with multiple stakeholders.
• Event Planning: Organize and manage events.
• Networking: Build and maintain a network of contacts to help with various tasks and requests.
• Teamwork: Collaborate effectively with others and support team goals.

Technical Skills:

• Proficient in Microsoft products, with strong expertise on Outlook, Teams, and One-Note