Executive Assistant

San Mateo, CA

• Manage complex calendars and prepare detailed agenda for high-level meetings.
• Arrange all domestic and international travel accommodations, including potential itinerary or schedule changes on short notice.
• Conduct a timely flow of information, obtain signatures and authorizations, and manage correspondence flow
• Compile and process expense reports in a timely manner
• Create, track, and update organization/team related projects and documents.
• Professionally represent the executive through initial contact meetings and conversations, act as an administrative liaison
• Provide logistical support for team meetings, events, and conferences, working in collaboration with Facilities, IT, and external parties as needed.
• Function as a communications hub for department, staying current on team travel and holiday schedules with ability to locate and contact team members as needed.
• Serve as an effective knowledge base for staff within the department, especially for process and procedures, and provide assistance in a hands-on, proactive manner
• Liaise effectively with your global Executive Assistant counterparts and build strong working relationships with a wide range of company partners.
• Continually improve processes and procedures to reduce work time and cost without compromising work quality
• Maintain the executive's confidence and protect operations by keeping information highly confidential as required.
• Identify key department information that could be shared to increase cross-functional transparency. Identify areas to simplify and improve department documentation
• Serve as the executive's liaison with the department, identifying communication opportunities / needs as relevant
• Support the Global Supply Chain organization as needed by handling key projects & events, shipping and receiving, processing invoices and purchase orders, submitting contract requests, and adding new vendors.
• Process finished goods, catering, office supplies, and other miscellaneous orders as needed

Qualifications:

• Communication and Contact: Communicates effectively both verbally and in writing with all levels inside and outside the company.
• Presentations: Ability to create compelling presentations with design sensibility and impact (i.e.: convert hand-drawn data on a notepad into a visually appealing PowerPoint slide).
• Relationships with Others: Works collaboratively and effectively with senior executives, internal and external partners; capable of bringing people together.
• Global Interaction: Ability to efficiently manage complex schedules across multiple time zones and to coordinate smoothly in various cultural settings.

Education and work experience:

• A.A./A.S. degree or equivalent, Bachelor's degree preferred
• 5+ years of administrative or relevant work experience
• Proficiency in Microsoft Office Suite, especially PowerPoint
• Strong communication skills, both written and oral
• Process-oriented, with attention to detail and ability to prioritize
• Ability to work in a fast-paced environment
• Have worked independently on difficult projects with minimal supervision
• Ability to maintain a high degree of confidentiality/discretion
• Strong interpersonal skills, with a friendly, outgoing, and flexible manner
• An interest in interactive entertainment/gaming industry