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Job Requirements of REMOTE Executive Assistant Role:
-
Employment Type:
Full-Time
-
Location:
Menlo Park, CA (Remote)
Do you meet the requirements for this job?
REMOTE Executive Assistant Role
Tailored Management Services Inc
Menlo Park, CA (Remote)
Full-Time
If you are interested call, (614) 418-1728 to discuss further.
Job Title: Executive Assistant II
Duration: 6 Months (with possibility of extension)
Location: Remote (TX preferred, open to anywhere in the U.S.)
Summary
Client is seeking an experienced Executive Assistant II to join the Admin Specialist Program (ASP), a scaled administrative team providing high-volume calendar, expense, and travel support for multiple leaders. This role will require exceptional organizational and multitasking skills, with the ability to support executives remotely at a ratio of up to 6:1. The ideal candidate will be resourceful, proactive, and thrive in a fast-paced environment while maintaining discretion and professionalism.
Responsibilities
- Provide remote high-volume calendaring, travel, and expense support
- Provide Administrative services during designated support hours
- Manage complex calendars for multiple clients
- Schedule internal and external meetings for multiple clients
- Schedule and manage recurring and ad-hoc meetings and room bookings across campuses
- Learn and utilize internal and external tools to provide calendar support
- Establish ongoing relationship and communications with clients to learn business priorities and apply to support
- Partner with clients and other Administrative Assistants for meeting coordination
- Provide proactive time management recommendations to clients
- Coordinate domestic and international travel arrangements via Concur
- Prepare and submit corporate card expense reports
- Maintain program scope of support within agreed-upon service level agreements
- Educate and inform clients on program goals, scope and service level agreements
- Draft and send communications to clients about transitions or changes in support
- Provide coverage support for Admin Specialist colleagues
- Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing
Must-Have Skills
- 3+ years of relevant high-volume coordination experience
- 3+ years of relevant experience providing administrative support to 2 or more executives
- 3+ years of relevant experience managing calendars for 2 or more executives
- Experience prioritizing multiple tasks and activities
- Experience with Microsoft Office, Google Suite, Concur or similar programs
- Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action
- Master at multitasking
- Master at organization
- Master at communication and proactive approach
Preferred Qualifications:
- Experience supporting 3+ or more executives simultaneously
- 3+ years of experience coordinating travel logistics on behalf of 2 or more executives
- High school diploma or equivalent required
- Experience working with executives is highly preferred.
Nice-to-Have Skills:
- Familiarity with concur and outlook.
- Experience supporting multiple executives simultaneously
- Background in supporting higher executive ratios (6:1 support model)
Interview Process
2 Rounds: Screening interview & Final interview
Duration : 30 minutes each (via Zoom)
Pursuant to the California Fair Chance Act, Los Angeles County Fair Chance Ordinance for Employers, Los Angeles Fair Chance Initiative for Hiring Ordinance, and San Francisco Fair Chance Ordinance, qualified applicants will be considered for assignment with arrest and conviction records. Criminal history may have a direct, adverse, and negative relationship with some of the material job duties of this position. These include the duties and responsibilities listed above, as well as the abilities to adhere to company policies, exercise sound judgment, effectively manage stress and work safely and respectfully with others, exhibit trustworthiness, meet client expectations, standards, and accompanying requirements, and safeguard business operations and company reputation.
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