Sr. Executive Assistant

Location: San Francisco,California
Expected Start Date: Mar 3, 2025

Job Title: Senior Executive Assistant

Job Summary:
We are seeking a detail-oriented and proactive Senior Executive Assistant to provide high-level administrative, operational, and financial support to managers and their teams. This role ensures smooth daily operations, effective communication, and efficient workflow within the business unit. The ideal candidate will have strong organizational skills, experience in administrative support, and the ability to manage multiple tasks with professionalism and discretion.

Key Responsibilities:
? Administrative & Operational Support:

• Provide senior-level administrative support to managers and their direct reports.
• Maintain and organize schedules, coordinate meetings, and ensure efficient use of time and resources.
• Manage and monitor calendars, schedule appointments, and make travel arrangements.
• Prepare, edit, and distribute reports, presentations, and internal communications.
• Maintain and update files, documents, and databases for easy access and retrieval.

? Event & Meeting Coordination:

• Plan and execute department events, team meetings, and training sessions.
• Arrange meeting logistics, including venue booking, agenda preparation, and resource coordination.
• Ensure smooth facilitation of virtual and in-person meetings by coordinating materials and technical needs.

? Financial & Budget Management:

• Process invoices, expense claims, and financial reports.
• Track department spending, ensuring alignment with budget guidelines.
• Assist in budget preparation, forecasting, and financial documentation.

? Process Improvement & Problem-Solving:

• Identify inefficiencies in administrative processes and propose improvements.
• Develop and implement new tracking systems, reports, and workflows to enhance team productivity.
• Act as a key point of contact for resolving administrative challenges.

? Human Resources & Team Support:

• Maintain records of staff vacations, absences, and overtime in compliance with company policies.
• Assist with onboarding new employees, including workspace setup and access management.
• Coordinate training programs, including scheduling, enrollment, and confirmations.

? Vendor & Facilities Coordination:

• Serve as the primary liaison for external vendors and service providers.
• Manage office supply inventory and ensure timely replenishment.
• Support office space planning, team relocations, and building-related requirements.

Qualifications & Skills:
? Education & Experience:

• 5-7 years of experience in an administrative or professional support role.
• Post-secondary degree in Business Administration, Office Management, or a related field preferred.

? Key Skills & Competencies:

• Strong verbal and written communication skills.
• Excellent organizational and problem-solving abilities.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• High attention to detail with strong analytical skills.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience managing budgets, invoices, and expense tracking.
• Strong interpersonal and collaboration skills.
• Ability to work independently with minimal supervision.

This position offers an excellent opportunity for an experienced administrative professional to play a key role in supporting leadership and enhancing operational efficiency.

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