Job Information
Aston Carter Sr. Administrative Assistant in San Jose, California
Description:
Job Description for Executive Assistant:
The ideal candidate will be a resourceful confident detail-oriented administrative professional who can demonstrate initiative flexibility collaboration business acumen and excellent judgment. We are looking for someone who can anticipate and resolve issues has excellent customer service skills and the ability to interact with a diverse group of internal and external customers at all levels of the organization.
Qualified candidates will be highly motivated intelligent and driven. While we expect a high level of accuracy integrity and involvement we also welcome lightheartedness with a good sense of humor and a fun spirit!
Responsibilities
Administrative Duties:
Work effectively with management at various levels and provide administrative support
Prepare expense reports obtain receipts as needed and reconcile all credit card charges
Oversee schedules of assigned executives set critical meetings establish agendas handle meeting logistics and follow up with attendees
Arrange domestic/international travel populate calendar with itinerary
Coordinate business meeting in- house conferences create agendas and help manage conference rooms for site
Assist in the creation and/or editing of presentation materials including on site event flyers site-wide communications etc.
Proofread and correct spelling grammatical and layout errors in presentations created by others
Assist with coordinating and executing volunteer activities employee recognition programs and plan occasional company events
Maintain confidentiality around sensitive matters
Work independently and together within a team on special non-recurring and ongoing projects
Positively represent the site and management in all communication
Perform other duties as assigned
Front Desk Responsibilities:
Ensure safety and security protocols are being followed regarding guests and employees
Provide excellent customer service to both internal and external customers
Courteously greet visitors customers and employees determine their needs and direct them to the appropriate person when necessary
Provide information to receptionist for mail to be sorted prepared and delivered to the appropriate individuals
Perform other duties as assigned
Qualifications:
Associates degree Bachelors degree preferred
Minimum of 3 years of prior administrative office experience
Or any similar combination of education and experience
Highly proficient with Microsoft Office Suite Outlook Word PowerPoint SharePoint Excel
Proven record of providing outstanding internal and external customer service
Excellent phone and organizational skills
Excellent verbal and written communication skills
Excellent interpersonal skills and problem solving ability
Ability to set priorities meet deadlines and multitask
Ability to handle sensitive information with discretion
Ability to learn different software applications with ease
Ability to speak clearly so others can understand you
Ability to read and understand information and ideas presented orally and in writing
Ability to communicate information and ideas in writing and orally so other will understand
Strong writing editing and proofreading skills
Excellent attendance and punctuality
Exact Schedule - day shift 40hrs a week.
OT is need basis.
Benefits to Candidate -
Free lunch every Thursday
Free gym access onsite
Free EV charging stations onsite
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
Diversity, Equity & Inclusion
At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:
Hiring diverse talent
Maintaining an inclusive environment through persistent self-reflection
Building a culture of care, engagement, and recognition with clear outcomes
Ensuring growth opportunities for our people
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.