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Beacon Hill's client, a real estate company, is seeking an Executive Administrative Assistant to support their Chief Investment Officer and, eventually, the Senior VP of Regional Development. The role will involve managing daily administrative operations, including full-scale calendar management and scheduling, meeting preparation and follow-up, travel coordination, and project coordination. The ideal candidate must possess superb judgment, communication, organizational, and multitasking skills.

This position requires someone extremely detail-oriented, particularly in managing invoices that need to be coded and processed. The Executive Assistant will also handle extensive travel arrangements for the C-Suite, including booking TSA Pre-Check flights, hotels, and rental cars. Familiarity with Concur and proficiency with the Microsoft Office Suite, especially Outlook, as they will be accepting calendar invites on the CIO's behalf.

Location: Onsite, San Jose, CA 95128. Parking is provided.Start: ASAPDuration: open-ended with the possibility of converting to a permanent positionHours: Monday-Friday, 8 AM-5 PM or 8:30 AM-5:30 PM (1-hour lunch)Hourly pay: $40-$42, depending on experience

Qualifications:

5+ years' experience providing support at the Executive level or above and related teamsBachelor's degree preferred or related experienceIntermediate to advanced skill level in the Microsoft Office Suite; high level of proficiency in PowerPoint requiredOutstanding interpersonal, written, and verbal communication skillsProven ability to work in a fast-paced environment handling multiple tasks at any given timeExcellent follow-up and follow-through skills with the demonstrated ability to effectively prioritize, manage time, and deliver deadlinesAbility to coordinate and prioritize a number of projects and consistently apply good judgment and make good and responsible decisionsAbility to work in office five days a weekAbility to maintain the highest degree of confidentiality regarding all aspects of work at all timesHighly professional and detail-oriented with successful problem-solving and creative thinking experienceProactive in solving problems and open to taking on more responsibilityAbility to work flexible and long hours, as neededNotary Public, a plus

Responsibilities:

Provide administrative and project support to include:Proactively schedule and prepare for meetings. Attend and take minutes when requiredDraft, proofread, and/or edit documents, presentations, articles, and email correspondence, as requestedCreate expert-level PowerPoint presentations, as requestedPrioritize and handle internal and external correspondencePrepare and follow up on expense reports in Concur and timesheets in ADPManage and maintain daily and longer-term calendarsCoordinate all travel arrangements to include scheduling special events or activitiesInteract with vendors on an ongoing and as-needed basis regarding submission of paperwork and paymentsPrepare and track contracts, change orders, purchase orders, Certificates of Insurance, check requests, and process invoices in NexusMaintain project files including coding project paperwork for filingCoordinate work of department with other corporate departments as requiredScreen incoming calls and direct calls as requiredAssist other administrative support team members as necessaryOther duties as assigned LT010725SFO_1736269724 To Apply for this Job Click Here