Executive Assistant II - Voted One of the 'Top Five Best Places to Work' in NorCal Bay Area!

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 Voted one of the "Top Five Best Places to Work" in the Bay Area for 2006! 

The Executive Assistant II is assigned to a company officer, providing key administrative support to enhance the operational efficiency of the officer?s department and contribute to the accomplishment of department objectives. The incumbent acts as a main internal and external customer service contact for their officer and operates within a framework of established policies and procedures. Incumbents exercise independent judgment, prioritize own work and determine procedures and policies to follow in various situations.

 

Responsibilities: Supports the administrative and clerical efficiency of departments within a framework of established procedures and policies. Serves as internal and external department liaison. Produces and maintains confidential records, documents and correspondence using desktop software applications. Reviews contracts and other complex/important documents, determining which parties need to take action or be involved. Researches, designs and produces reports using various company systems/databases to capture information. Coordinates information needed to support department problem solving and decision making. May maintain notes and information for Board meetings and/or various officer-level corporate committees. Arranges appointments, travel, meetings and conferences. Handles detailed and complex logistics related to large meetings and executive travel arrangements, including vendor relationship management, billing, etc. Tracks and updates department headcount/personnel information for the company organization charts. Provide updates to human resources. Prepares and coordinates the annual department budget planning process, entering information for various cost centers into the company-wide financial planning and budgeting system. Follows up with department managers with questions and reminders of deadlines for different phases of the process/cycle. Manages the monthly reconciliation of the department budget & expenses. Reviews, reconciles and processes complex invoices. Administers charge backs to appropriate costs centers and inter-company allocations. Seeks clarification and further information from managers as needed. Coordinates with accounts payable to research and resolve expense issues. Provides backup and ongoing support to department operations staff as needed. Coordinates the needs of the office including its environment, supplies, and supporting technologies (e.g., copying machines, fax machines, phone systems). Maintains filing systems and timekeeping records. May be assigned coordination and planning of department-specific projects or programs.

 

Requirements: High school diploma, associates degree with 5 + years of job-related experience providing administrative support to executives. Fully proficient with MS Office Suite, Word, Excel, PowerPoint and Access. Basic knowledge of enterprise budget planning processes and applications. Basic bookkeeping, account reconciliation and purchasing process skills. Excellent communication and interpersonal skills, both written & verbal. Ability to prepare concise, effective written documents utilizing good English grammar. Ability to adapt and be flexible to changing priorities and varied duties on a daily basis. Strong organizational skills to effectively plan large department meetings. Excellent attention to detail and the ability to carefully handle confidential and/or sensitive materials and information.

 

Preferred Requirements: Experience working in the IT industry Extensive knowledge of technology providers

 Voted one of the "Top Five Best Places to Work" in the Bay Area for 2006! 

We are proud to be recognized as one of the best places to work in the Bay Area in 2006 according to a recent survey conducted by the San Francisco Business Times, the East Bay Business Times and the San Jose Business Journal. PMI offers a dynamic environment where individual ideas and talent are encouraged to develop. We are dedicated to teamwork and a supportive and stable work environment. Our employees often refer to themselves as the "PMI Family" because of the strong personal ties within the organization and the company's commitment to ethical business practices and the welfare of its employees.

 

Click here to apply for this position!