Job Description

Executive Assistant and Office Manager (Novato, CA) ONSITE

As my clients region business continues to expand and become more and more complex, this critically important and key support position will provide executive administrative support and direct assistance of the absolute highest quality to the Managing Director/President (MD/P) of the Americas. The Executive Assistant/Office Manager (EA) will need to work very closely to support the MD/P by planning, anticipating, organizing, directing, collaborating, controlling and following-up on all corporate and operational functions and follow-up efficiently and effectively on all parts of the business both operationally and support functions.

Responsibilities Executive Assistant:

• Arrange meetings and maintain Outlook calendar for a multitude of events either directly for the MD/P or indirectly for the MD/P as well as other SLT members, as needed and practicable.
• Arrange and coordinate all travel for MD/P and other SLT members as needed.
• Work with travel agency
• Reconcile Concur expenses daily in conjunction with the corporate American Express statements o Submit monthly
• Prepare power point presentations including the actual creation of presentations, sourcing of information and collaboration with various leaders to get critical input.
• Assists with tracking and entering PTO for senior leadership team and their direct reports as requested every other Friday in time keeping system
• Tracks and input Paid Time Off (PTO) hours into time card system for MD/P’s direct reports
• Coordinate Senior Leadership Team (SLT) meetings
• Assist in the organization of internal and external events and meetings
• Assist with travel arrangements for customers, non-USA employees, visitors and associates
• Support executive management team on projects, as needed
• Handles the ordering of gifts and gift baskets for various occasions
• Schedule 15-minute meet and greet with new employees and MD/P or groups of employees with MD/P as
• schedules and times permit.
• Obtain list from HR

Office Operations:

• Supervises the Administrative Assistant/Reception position
• Approve timecard every other Monday
• Reconcile and approve operational related invoices in Concur program
• Update the Travel & Entertainment Guidelines
• Maintains copies of employees travel itineraries and enters on the Master Calendar
• Administers the Corporate American Express card program
• Administer building access cards. Coordinate with building management through their portal
• Ensure the safe working environment for the Novato office
• Quarterly emails to employees on ergonomics (work from home), earthquake and fire protocols for the Novato office
• Maintain and reconcile offsite storage documents annually
• Monitors the Master and Corporate calendars in Outlook
• Oversees company office supplies, incoming mail and deliveries
• Oversees and communicates with the vendors for the office building i.e. pest control, first aid boxes, interior plants, etc.
• See Building Services Binder
• Works with the property manager on facility issues – through their portal
• Conducts annual office clean up at the end of each year
• Maintains all door keys to the office building, offices and filing cabinets

Position Requirements:

• 5-10 years’ experience as an executive administrator for a C-level executive
• Computer knowledge: Proficient in Microsoft Word, Excel, Power Point and Outlook
• Concur Expense Reporting is a plus
• Minimum 3 years working in a multi-national company, with a European global HQ
• Experience working in a publicly traded company is a plus
• Articulate, good command of the English language and superior written and verbal communications skills are essential
• Detailed-oriented, highly organized, resourceful, good at problem solving and follow-through

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