Executive Assistant

Operations San Jose, California


Executive Assistant

Position Description:


  • Support the VP of Operations and the VP of Technology in calendar management and travel planning
  • Support daily office administrative duties
  • Coordinate travel plans and organize quarterly business reviews with suppliers
  • Develop scorecards and presentations for the supplier quarterly reviews by integrating content originating from various functions
  • Prepare board meetings
  • Coordinate travel arrangements for visitors and local personnel
  • Responsible for the proper filling of records and documents
  • Maintain office appliances, pantry supplies, and stationeries
  • Track and file employees’ expense claims
  • Organize functional events such as strategic planning sessions
  • Support company-wide events such as picnics and holiday parties
  • Take on ad-hoc tasks related to administration as assigned by the manager


  • Excellent interpersonal skills and communication skills
  • Ability to effectively communicate and positively manage interactions
  • Excellent organizational, prioritization and multi-tasking skills
  • Ability to work independently on a wide variety of projects
  • Ability to be flexible, energetic and positive in a fast-paced environment


  • Two years of college or business school equivalent.
  • 5+ years’ of administrative or related working experience.
  • Basic knowledge in Accounting
  • Excellent command in English both written and verbal is a must.
  • Computer literate with proficiency in Microsoft applications including Outlook, Word, PowerPoint and Excel
  • Experience in updating reports using Excel.
  • Oracle purchasing experience – 11i environment is desired.
  • Good organizational skills, critical thinking skills, attention to detail, and excellent communication skills.
  • Experience using computerized database reporting is desired.