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Executive Assistant / Office Manager

Akiri Foster City, CA
  • Expired: over a month ago. Applications are no longer accepted.

The ideal candidate will have experience working in a fast‐paced, exciting, and growing organization. This person has a proven history of high performance and sustainable high intensity in order to support the CEO and C Level Executive team. They will display drive and passion around the Office Manager / Executive Assistant role and is looking to make a career in this field. We need someone who has a sophisticated mindset; always thinking 3‐5 steps ahead. As well as someone who has superior attention to detail; the type of person that sees things that others would normally overlook.

Duties and Responsibilities

  • Be the right hand to the Executive Team / CEO
  • They have personalized expertise knowing what the organization team like and don’t like
  • Anticipate needs and plans accordingly and know what’s on the team's plate at all times
  • Manage multiple complex calendars for the C suite team; schedule and coordinate meetings
  • Schedule and track 1:1 meetings for the C suite
  • Manage travel arrangements for the C suite
  • Assist Finance Team with accounts receivable/payable
  • Work closely with the Finance Coordinator to manage credit cards and receipt reconciliation
  • Partner with Finance Coordinator to oversee all office operations and phone system
  • Schedule and coordinate Advisory Board Meetings, Board meetings
  • Creating materials for such as PowerPoints, Word and Excel documents.
  • Act as liaison to the Advisory Board assist in contract execution
  • Act as interface/coordinator for maintaining office space. Interact with landlord and maintenance staff. Maintain office supplies, stocked kitchen, staff meals, and other office amenities.
  • Provide HR administrative support
  • Assist with real estate projects and support new office openings
  • Maintain files and related records
  • Ad Hoc Projects as needed

Requirements and Qualifications

  • Bachelor's Degree preferred
  • Minimum of 5 years’ experience providing Office Manager, Executive Assistant support for C level executives
  • Must be prepared to mirror the hours of the C suite hours
  • Advanced experience scheduling across multiple calendars
  • Strong working knowledge of Microsoft Applications, Box.
  • Experience with domestic and international travel coordination
  • Desire for relentless improvement in the Office Manager and EA role
  • Grace under pressure and the ability to switch gears at a moment’s notice
  • Ability to handle administrative details independently, while exercising good judgment and sound business acumen
  • Outstanding planning, time management, and organizational skills
  • Superior attention to detail and exceptional written, verbal, and interpersonal communication skills
  • Possess a high level of integrity and discretion in handling confidential information