HN343 - Executive / Personal Assistant - San Mateo, CA

Executive / Personal Assistant

A COO with an office in Brisbane, CA (San Mateo County) is seeking a top-tier Executive / Personal Assistant. The Executive / Personal Assistant plays a pivotal role in supporting the management team by ensuring seamless organization of both electronic and physical documents, assisting with project coordination, and handling day-to-day office operations. This position is essential in enhancing productivity, ensuring smooth communication, and contributing to the overall efficiency of the team. By managing these important tasks, this role helps create a positive and organized environment, allowing management to focus on strategic initiatives. This role will also serve as a personal assistant to two members of the management team. They are a small company, but place a big emphasis on finding the right candidate. They are a small company and want to be a place where people are happy to work and feel comfortable that their value is recognized. This is an in-office role (not remote) in Brisbane with travel to other properties as needed / requested, with mileage reimbursement for errands and work-related travel. The schedule is Monday through Friday and can begin any time between 7am-9am; it will be a full 8 hours with two 15-minute breaks and then lunch is unpaid and a minimum of 30 minutes. The role begins in November or December 2022, with interviews starting in early to mid-October.

Responsibilities

Executive Assistance

• Email, Electronic, and Physical Document Organization

Assist with physical document and electronic filing for the whole management team, including the organization of multiple legal entity records, meeting company protocol, that records are up to date, and easy to access. From time to time, this may require working alongside an individual manager to develop a new email, electronic, or physical filing system

Assist in the planning and execution of various projects by coordinating timelines, monitoring progress, and ensuring deadlines are met

Oversee and reconcile management credit card transactions and provide the necessary details to the Accounts Payable team for appropriate logging of each transaction

Daily office-wide mail distribution

Personal Assistance

Requirements

Required Knowledge, Skills, and Abilities Proficiency in Microsoft Outlook, Word, and Excel at an intermediate level or above Handle sensitive information with the utmost confidentiality and discretion Strong organizational skills and attention to detail Ability to anticipate needs and proactively address issues Must have excellent organizational, written, and verbal communication skills Ability to prioritize workloads, work independently, and meet objectives without supervision Skill to use a laptop computer and various software packages MVR acceptable to company insurer

Working Conditions In office full time / 5 days per week Prolonged periods of sitting at a desk Prolonged periods working on a desktop or laptop computer Verbal and written communication in the English language Infrequent travel to offsite locations within the San Francisco Bay Area, which may include working outside in varying temperatures and in rough and uneven terrain

Salary and Benefits