Executive/Project Assistant Bauer's Intelligent Transportation
Bauer?s Intelligent Transportation is looking for an Executive/Project Assistant to support our CEO/Founder.
As the Executive/Project Assistant, you will be working in a fast paced and dynamic environment.
The ideal candidate has proven to be adept at leading and managing a variety of simultaneous projects from conception to completion, and is an exceptional communicator, who can effectively and professionally handle internal and external stakeholders.
The Executive/Project Assistant will be naturally resourceful, highly adept with Microsoft office products, feel a compulsion to problem solve, and go the extra mile to initiate research and find the solution. You should be comfortable handling tedious daily tasks as well as applying your creativity to numerous special projects. If you are confident, organized, and enthusiastic, we want to hear from you!
The Executive/Project Assistant responsibilities:
Provide high-level administrative support to the CEO by conducting research, preparing statistical reports, handling information requests, preparing correspondence, receiving visitors, and arranging conference calls.
Manage the CEO?s e-mail, diary, appointments and meetings.
Handle confidential information and coordinate appointments.
Take minutes at meetings.
Coordinate domestic/international travel.
Review and prepare expense submissions.
Provide active management of the CEO?s time throughout the working day to ensure meetings remain punctual.
Conduct weekly reviews of upcoming schedule to ensure best use of time.
Field and manage incoming calls.
Provide screening and delegation where needed, representing the Company and the CEO in the best light possible.
Coordinate and prepare for meetings, including arrangement of logistics, meeting space, communications and catering.
Design and implement a detailed filing structure for both hard copy and electronic files, e-mail, fax and copy documents; open and screen Executive?s mail.
Provide support for all internal systems for approvals and HR processes i.e., new hire potentials, candidate screenings and interviews, employment agreements and increases, and scheduling of employee reviews.
Discretion while handling sensitive and confidential material and information.
Help coordinate and organize legal review of various documents, including contracts, compliance, non-disclosure agreements, etc.
Lead and coordinate event planning for various conferences, tradeshows, seminars, workshops and other events that staff plan to attend, including but not limited to event registrations, hotel and airfare, promotional considerations, exhibit booth set up and materials, etc.
Administer marketing efforts for tradeshows by creating marketing materials, i.e., mailings, flyers, signage, and other materials.
Attend events and coordinate on site exhibit hours for various staff for demonstrations, presentations, or speaking engagements.
Coordinate and support Chairman?s Board of Directors commitments, memberships, associations, and charity involvements.
Coordinate Board of Directors Shareholder meetings.
Plan special events for the Executive?s organization such as quarterly leadership meetings and client advisory meetings.
Proactive management of the CEO?s contact with key clients and maintain client contact database.
Assist in special projects and research on an as-needed basis.
The Executive/Project Assistant requirements:
5-8 year?s executive level support required, C-level preferred.
Outstanding communication skills, both verbal and written; proven ability to interact comfortably, confidently, and professionally with a diverse range of personalities and job functions.
Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial for the role.
Excellent communication skills, both verbal and written.
Superior attention to detail.
Able to multi-task and change priorities quickly.
A naturally social and happy person with a high level of energy and enthusiasm.
Maintains a professional, collected demeanor in the eye of the storm.
Works with minimal supervision or direction, proactive and self-motivated.
Strong sense of urgency and efficiency in completing work.
Ability to take self-initiative and be proactive.
Ability to multi-task and prioritize workload.
Rapidly learns new tools and technologies; embraces technology and the Internet to improve work efficiency.
Proficient in Microsoft Outlook (Calendar and email), MS Word, Excel, and PowerPoint and Internet Explorer.
Excellent common sense and ability to make solid judgment calls independently.
Exemplary time management and prioritization skills.
Associate/Bachelor?s degree preferred.
Hours are 7:30 am to 5:00 pm. Some overtime may be requir
||San Francisco, CA |