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Administrator - Senior

Company: TalentBurst, Inc.
Location: Palo Alto
Posted on: October 15, 2020

Job Description:

Administrative support and coordination duties will include, but are not limited to the following: Actively managing 3-4 Vice Presidents and Senior Directors within Data Platform. In addition to basic scheduling functions, also anticipating and prioritizing their scheduling needs based on deadlines and deliverables Establish and maintain effective and cooperative professional business relationships with all levels of management, other admins, employees and outside companies Proactively managing and coordinating recurring and ongoing activities that involve the leaders of the Data Platform organization, including all-hands meetings, department leadership team meetings, organization chart, time off calendar, and other activities that require participation across the department leadership team Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately Proofreading and formatting business documents or broad communications for overall professional writing style and proper grammar Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities Converting concepts and ideas from discussions into presentation materials that can be used to analyze information or make business decisions Effective in-person, phone & email presence Act as first contact for VPs and Senior Directors and play the role of liaison, problem solver, and facilitator to prioritize executives time and activities Ability to prepare and effectively manage interactions with the VPs and Senior Directors Ability to decline quickly, simply and professionally Understand organization and how to get things done timely and properly Effectively and successfully respond to problem situations Ability to organize and prioritize across competing priorities Prepare week ahead, and day ahead briefings Successfully track open issues and follow-up on items that require closure Ability to manage high volume email and synthesize actions needed Ability to act quickly, seamlessly and professionally Prepare meeting materials including assisting with the creation of the presentation, handouts and other related materials as well as printing, binding and collating of materials Coordinate conference/meeting room set-up, order catering, and make logistical arrangements; Coordination of high level meetings and events involving multiple external participants Coordinate complex domestic and international travel requirements (itineraries, visas, logistics, etc.) Heavy electronic filing, expense reporting & record keeping General working hours in office 8:00am 5:00pm Demonstrate comfort with purchase card, occasional Purchase Order & Invoice support Support provided to team members Coordinate/Organize visitor meetings IDs, rooms, refreshments, meet and greet, provide logistics/guidance to getting to building etc. Coordinate catering for the Palo Alto site (300 employees) Work with other administrators in a cooperative way while representing our team in a manner that is consistent with the professional image of Data Platform Management and procurement of supplies Provide support to interns/contractors/consultants as needed Coordinate setup up of new employees and office space as needed Provide backup assistance to other administrative support team members as needed Be available when members of the team are traveling to take messages and communicate requests

Keywords: TalentBurst, Inc., Palo Alto , Administrator - Senior, Other , Palo Alto, California

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