Administrative Assistant
- San José
- Permanente
- Tiempo completo
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- _ Manage/coordinate schedule of Executives/Senior Management_
- _ Preparation and submission of expense reports_
- _ Preparation of business documents including confidential correspondence, memoranda, contracts and proposals_
- _ Collect and distribute electronic, written and verbal information, internally and externally, on behalf of the Senior Executives_
- _ Preparation of conferences, meetings, events, and special project as required_
- _ Schedule and attend confidential management meetings, prepare agendas, and transcribe or distribute minutes_
- _ Manage corporate driver and coordination of schedule_
- _ Manage/coordinate all travel arrangements for clients, Executives and/or Senior Management_
- _ Meet/Liaise with individuals and/or groups inside or outside of the organization on behalf of the SVP/President/CEO_
- _ Greeting guests and providing a good first impression of the business_
- _ Updating information in ALLTRAC, as required_
- _ Uploading correspondence to Webdocs_
- _ Mailing out various correspondences to consumers and vendors._
- _ Process payments received via mail or Paytracs_
- _ Activate new-hire/current employee's access card via fingerprinting process_
- _ Distribution of faxes_
- _ Ordering and maintenance of office supplies_
- _ Escorting vendors/maintenance when on site_
- _ Maintaining visitor_ logs/confidentiality_ logs_
- _ Print documentation when needed_
- _ Champion company core values and other company programs_
- _ Other duties as assigned_
Education
- _ High School Diploma or Equivalent/ College diploma_
- _ Technical Diploma in Customer Service and Secretariat, or studies in Business Administration
- will be a plus_
Experience
- _ 6 months in an Administrative role_
- _ Administrative experience internally or within an external organization_
- _ Experience working with Microsoft Office Excel, Word and PowerPoint_
Certificates, Licenses, & Registration
- There are no personal certification, licensing, or registration requirements for this job_
INFORMATION SECURITY RESPONSIBILITIES:
- _ Identification of non-conforming processes that impact business services and/or information security_
- _ Any access to data will only be granted to authorize parties based on job responsibilities and employee will disseminate data to others only when authorized by Management._
- _ Report access privileges inappropriate to job duties to Management for correction and attend Information Security training on policies/procedures when required to do so._
- _ Attest in writing to knowledge of and compliance with Information Security policies and procedures prior to accessing private or restricted data._
- _ Role-Based security permissions, as required in Workday_
Reports to:
_Applicable Branch Specific Manager_
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