Executive assistant/Administrative assistant in Emeryville, CA at DISYS

Date Posted: 9/29/2018

Job Snapshot

Job Description

Job Title: Executive Assistant/Administrative Assistant


Location: Emeryville, CA


Duration: 12 months



Job Description:


Responsibilities:



•        Schedule Meeting requests as assigned by Directors



•        Process and submit expense reports in a timely manner, manage corporate cards appropriately for all Directors.



•        Make and schedule travel arrangements as needed.



•        Establish E-Req/ PO’s, contracts as requested for vendors and consultants.



•        Onboard full-time associates as requested by Directors.



•        Order catering for meetings involving Directors unless otherwise specified/ exceptions.



•        Monthly presentations for functional/global/senior leadership meetings – collect from managers, combine and make minor edits.



•        Follow up on receipt of Monthly Reports by required due dates (and ensure they are uploaded onto SharePoint site if needed)



•        Follow up on due dates for any pre-reads and ensure they are uploaded onto SharePoint.



•        Order/maintain office supplies for Directors.



•        Make folders, binders, etc. for Directors as needed.



•        Communicate people changes (full-time, contractors, etc) to Dept Executive Assistant or Administrative Assistant IV to ensure email distribution list is accurate and up-to-date; collect new hire monthly org announcement.



•        Act as point person/ collaboration with Facilities on associates’ work space allocation for members of their team. 



•        Submit space requests to Facility Planning.



•        Provide recruiting support, such as interview scheduling.



•        Provide support in the onboarding of new employees in their team.



•        Provide support in the in the on-boarding process of consultants and temporary staff.



•        Projects and/or other requests from Directors as needed.



•        Active calendar management (accept and decline as appropriate)



•        Type up meeting action logs and distribute.



•        Pay monthly credit and purchasing card bills.


 


Skills:



•        Minimum of six years’ experience of progressively advanced administrative, secretarial, and general office experience.



•        Ability to type 65 words per minute. 



•        Advanced knowledge of personal computers and word-processing, spreadsheet and presentation software.



•        Ability to operate standard office equipment, such as copy machines, overhead projectors, fax machines, conferencing equipment, etc.



•        Excellent written and interpersonal communication skills



•        Must be able to work effectively, independently and accurately with minimal supervision



•        Must be able to work in a management teamwork environment with shifting timelines while possessing the ability to remain poised in a fast paced setting



•        Ability to interact with all levels of management, a wide range of stakeholders within and outside the department and company



•        Excellent organizational skills, ability to multitask.



•        Provide sound judgment in responding to requests and to identify and help resolve urgent matters



•        Must be able to follow established procedures and guidelines and abide with safety requirements



•        Absolute discretion when dealing with sensitive and confidential information



•        Proficient in computer applications such as PowerPoint, Excel, Word

Job Requirements

Job Title: Executive Assistant/Administrative Assistant


Location: Emeryville, CA


Duration: 12 months



Job Description:


Responsibilities:



•        Schedule Meeting requests as assigned by Directors



•        Process and submit expense reports in a timely manner, manage corporate cards appropriately for all Directors.



•        Make and schedule travel arrangements as needed.



•        Establish E-Req/ PO’s, contracts as requested for vendors and consultants.



•        Onboard full-time associates as requested by Directors.



•        Order catering for meetings involving Directors unless otherwise specified/ exceptions.



•        Monthly presentations for functional/global/senior leadership meetings – collect from managers, combine and make minor edits.



•        Follow up on receipt of Monthly Reports by required due dates (and ensure they are uploaded onto SharePoint site if needed)



•        Follow up on due dates for any pre-reads and ensure they are uploaded onto SharePoint.



•        Order/maintain office supplies for Directors.



•        Make folders, binders, etc. for Directors as needed.



•        Communicate people changes (full-time, contractors, etc) to Dept Executive Assistant or Administrative Assistant IV to ensure email distribution list is accurate and up-to-date; collect new hire monthly org announcement.



•        Act as point person/ collaboration with Facilities on associates’ work space allocation for members of their team. 



•        Submit space requests to Facility Planning.



•        Provide recruiting support, such as interview scheduling.



•        Provide support in the onboarding of new employees in their team.



•        Provide support in the in the on-boarding process of consultants and temporary staff.



•        Projects and/or other requests from Directors as needed.



•        Active calendar management (accept and decline as appropriate)



•        Type up meeting action logs and distribute.



•        Pay monthly credit and purchasing card bills.


 


Skills:



•        Minimum of six years’ experience of progressively advanced administrative, secretarial, and general office experience.



•        Ability to type 65 words per minute. 



•        Advanced knowledge of personal computers and word-processing, spreadsheet and presentation software.



•        Ability to operate standard office equipment, such as copy machines, overhead projectors, fax machines, conferencing equipment, etc.



•        Excellent written and interpersonal communication skills



•        Must be able to work effectively, independently and accurately with minimal supervision



•        Must be able to work in a management teamwork environment with shifting timelines while possessing the ability to remain poised in a fast paced setting



•        Ability to interact with all levels of management, a wide range of stakeholders within and outside the department and company



•        Excellent organizational skills, ability to multitask.



•        Provide sound judgment in responding to requests and to identify and help resolve urgent matters



•        Must be able to follow established procedures and guidelines and abide with safety requirements



•        Absolute discretion when dealing with sensitive and confidential information



•        Proficient in computer applications such as PowerPoint, Excel, Word

Digital Intelligence Systems, LLC. is an Equal Opportunity Employer, M/F/D/V. We do not discriminate against any employee or applicant because they inquired about, discussed, or disclosed compensation. Email recruitinghelp @ disys.com to contact us if you are an individual with a disability and require accommodation in the application process.