Job Information

G-TECH Services, Inc. Administrative Support General in Pallo Alto, California

Job Description

  • Support, CEO FSM and VP AV Solutions FSM with effective office admin including Calendar/Mtgs/Email/Travel

  • Coordinate internal/external mtg itineraries, schedules, and calendars, resolving conflicts

  • Schedule mtgs (often involving Global personnel), setting up and utilizing audio & WebEx technologies

  • Flag important items in an email that need attention. Track and follow up on assignments Arrange foreign/domestic travel, visa/passport requirements, as well as Travel Expense Reports

  • Coordination of multiple travel regs & business itineraries. Budget Assistance Coordinate Travel Expense Reports & CPARS requests

  • Ensure timely approval of all requests. Internal Control

  • Work with Internal Control on annual MCRP

  • Coordinate with all depts the Annual File Review & prepare DRIM

  • Audit Review Compliance: prepare reports for auditors

  • Effective Office Mgt

  • Manage extensive and highly confidential electronic /written communications

  • Responsible for office organization including office filing systems, incoming/outgoing mail, effectively handling e-mail correspondence and voicemail (monitoring for urgent e-mails/messages), copying, faxing, etc.

  • Handle department correspondence, letters, emails and requests for information

  • Prepare letters for CEO/VPs signature

  • Provide high-quality word processing and other documents including org charts, client forms, Excel spreadsheets, and PowerPoint presentations

  • Proofread/edit various documents submitted to the CEO/VP, including speeches

  • Represent office in a professional manner on the phone, e-mail, and in-person

  • Interface effectively with employees at all levels

  • Coordinate details for all outside Boards

  • Anticipate issues/concerns and follow-up on assignments and request information as required

  • Mentor/Train Admin Asst for backup in the office to ensure continuity

  • Coordinate events and engagement with external visitors

Skills Required

  • Strong oral, written and interpersonal communications skills

  • Strong organizational skills and the ability to work independently with minimal supervision

  • Ability to plan, prioritize and support multiple assignments and projects simultaneously

  • Proactive in resolving issues/concerns and anticipating needs

  • Proficient in the use of Company software (Outlook, PowerPoint, Word, and Excel and other programs as required) and internet both Internal and External

  • Proficient in the use of Internet/Web (Internal/External)

Experience Required

  • Applicant must have 3-5 years

  • Experience as an Administrative Assistant including interfacing with Executive Offices

Education Required

  • High school diploma or equivalent

Category Administrative

Function Clerical / Administrative

Req ID JN -082019-112256

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