Executive Assistant to VP of Advanced Memory Systems

Contract Duration : 04/22/2024 to 04/21/2025

Shift/Schedule : Mon to Fri - 8 Hours

Location : San Jose

Experience : Calendaring, administrative/executive assisting, coordinating travel and team events

Overview:

We are seeking an experienced Executive Assistant to support the VP of Advanced Memory Systems. This role involves managing calendars, coordinating meetings, handling travel arrangements, managing expenses, and providing onboarding support for new hires, vendors, and agencies.

Responsibilities:

Calendar and Meeting Management: Coordinate internal and external meetings, including staff meetings, quarterly reviews, vendor and customer meetings, and virtual meetings/Zoom scheduling. Assist with meeting needs, agenda support, and off-site meetings and events.

Proactive Calendar Management: Proactively manage calendar requests and conflicts to ensure optimal scheduling efficiency.

Travel Arrangements: Handle all travel arrangements (flight, hotel, car) for domestic and international trips.

Expense Management: Submit expense reports and receipts in a timely manner, ensuring accuracy and compliance with company policies.

Team Events: Assist in organizing and coordinating team events, ensuring smooth execution and a positive experience for all participants.

Onboarding Support: Provide onboarding support for new hires, including space and equipment requests, scheduling onboarding meetings, and preparing workspace. Serve as the admin point of contact for new hires.

Vendor Onboarding: Assist in onboarding new vendors and agencies, ensuring they have the necessary access and documents/enablement required to start working.

Project Support: Provide support on project work as needed to support the team's goals and objectives.

Problem Solving and Prioritization: Carry out daily tasks at a higher level of complexity, leveraging administrative expertise to anticipate needs, prioritize tasks, and plan ahead for recurring events and tasks.

Requirements:

Previous experience in a similar role, preferably supporting C-level executives or senior leadership.

Proficiency in calendar management, meeting coordination, travel arrangements, and expense management.

Excellent organizational skills with the ability to multitask and prioritize tasks effectively.

Strong communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.

Proactive mindset with the ability to anticipate needs and resolve issues independently.

High level of confidentiality and discretion in handling sensitive information.

ManpowerGroup is committed to providing equal employment opportunities in a professional, high quality work environment. It is the policy of ManpowerGroup and all of its subsidiaries to recruit, train, promote, transfer, pay and take all employment actions without regard to an employee's race, color, national origin, ancestry, sex, sexual orientation, gender identity, genetic information, religion, age, disability, protected veteran status, or any other basis protected by applicable law.