Administrative Assistant III

Title:  Administrative Assistant III

Location:

$23.96-$25.78 per hourMountain View, CAAll On-site

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Job Description

Our Client, an Automotive company, is looking for an Administrative Assistant 3 for their Mountain View, CA/ Hybrid location.

Responsibilities:

• The Executive Assistant role will be responsible for handling all aspects of office administration. This role must use independent thinking and judgment with sole discretion for office procedures. The position responsibilities include a broad scope of tasks including schedule and calendar management, working with executive assistants to schedule meetings with various senior leaders and coordination of travel and events, presentation creation and records management. The position requires someone with a strong attention to detail, good organization, and critical thinking skills. The person in the role will handle all responsibilities in a discrete and efficient manner and have strong Outlook, Word and PowerPoint skills.
• Run an active calendar of appointments, understand priority / urgency, and reorganize appropriately Expedite handling of correspondence, global e-mail requests and phone calls while maintaining a high level of discretion and communicating professionally in writing and verbally across all levels of the company and externally
• Utilize MS Office products (Word, Excel, PowerPoint) and other technology to prepare, modify and proofread presentation materials, organization charts, reports and letters
• Complete various assignments as requested with minimal direction, including meeting planning, floor and emergency coordinator duties, contractor badging administration, external vendor support, and special projects
• Maintain records, confidential files and Client specific reports
• Provide floor coordination support as needed
• Schedule complex meetings and maintain multiple calendars
• Support travel arrangements, Visa, Passport and associated expense reports
• Make decisions regarding the distribution/flow of information and work Non-Disclosure Agreement Support OPRA / Procurement Tracker – Invoicing for department related purchases
• Knowledge of IT / MS Teams and other Telepresence systems
• Continuously look for ways to improve efficiencies of day-to-day tasks
• Other administrative tasks not previously mentioned

Requirements:

• 5+ years of experience as an administrative assistant
• Excellent verbal and written communication skills
• Proficient in MS Office
• Excellent planning and analytical skills
• Able to facilitate large town hall/group meetings including remote, audio visual, video conferencing
• Able to handle discretion with critical business and personal matters
• Able to make and run calendaring, travel arrangement
• Education requirement – High School Diploma
• Years of experience – at least 5-10 years of admin experience
• Main director currently has support – everyone under him (4 directors) that will need the help
• Slack application – communications application, salesforce tool 
• Good communication skills
• Being able to Client centric tools and picking this up quickly/fast learner 
• Ability to multi-task and handle multiple calendars on a daily basis
• Microsoft suite knowledge – outlook, word, excel, calendars, etc.
• Years of experience – at least 5 years’ experience

As an equal opportunity employer, ICONMA provides an employment environment that supports and encourages the abilities of all persons without regard to race, color, religion, gender, sexual orientation, gender identity or express, ethnicity, national origin, age, disability status, political affiliation, genetics, marital status, protected veteran status, or any other characteristic protected by federal, state, or local laws.