Executive Support & Events Coordinator

Position: Executive Support & Events Coordinator – Long Term Contractor

We are looking for a motivated administrative professional to support the organization.

This role will provide support to the General Manager and our Marketing Team. To succeed in this role, candidates must have demonstrated success in a high pace environment, should be self-starters who can problem solve independently and anticipate executive’s needs. They should be able to utilize both strategic and execution-oriented thinking, quickly and effectively translating directions into visual and verbal messaging and have exceptional oral and written communication skills.

Location: Milpitas, CA

Duties and Responsibilities:

• Provide best-in-class administrative and operational support including: Calendar management, meeting management, event management/coordination, travel management/coordination, expense management, and reimbursement processing
• Budget Management and Implementation – Work together with accounting to implement all aspects of the budget
• Create and Manage the event budgets (Managing projections, payment methods, internal systems, vendor relations)
• Manage vendors & agencies to execute/implement event programs throughout the year
• Open internal purchase orders and manage with vendors and internal stakeholders
• Manage operations & event requirements and agency obligations
• General travel arrangements, domestic & international
• Filter and manage requests for internal & external commitments
• Coordinate special projects including team offsites, team building activities, and customer facing events
• Submit and maintain expense reports

• 3+ years of experience as an Executive Assistant preferably in a high-growth environment
• Bachelor’s degree or equivalent in business, science or liberal arts
• Advanced Outlook calendar management is critical
• Sense of urgency with a can-do attitude and a passion for generating team results
• Process-minded with impeccable attention to detail
• Proactive about follow up on internal and external tasks
• Analytical, results-oriented, and articulate
• Professional presence with outstanding communication and interpersonal skills
• Excellent relationship manager, able to build rapport with key contacts and diverse stakeholders
• Proven strong planning, time management, and organizational skills
• Highly proficient using MS Office applications including Outlook, Word, PowerPoint, SharePoint and Excel
• Exceptional ability to multi-task, prioritize conflicting demands and meet deadlines with little direction