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Executive Assistant in San Francisco, CA at Nelson

Date Posted: 4/27/2018

Job Snapshot

Job Description

Job Number: 2119134

Executive Assistant
San Francisco
68-78k + bonus

Executive Assistant

Provide high level administrative support for C-level executives, manage department projects, and assist with Corporate Services.

Executive Assistant Responsibilities:
  • Organize and maintain executives' calendars in scheduling internal and external meetings as well as conference calls (frequently across multiple time zones).
  • Arrange domestic and complex international travel; create detailed trip itinerary, and coordinate appropriate travel documents such as passports and visas; make travel arrangements for visitors when needed.
  • Support CFO with Investor Relations responsibilities which include updating and binding Investor Presentations, liaising with IR consultant in arranging Investor meetings and calls, coordinating quarterly earnings calls and serving as the in-room moderator on the day of, and managing updates to the Investor Kit.
  • Research, collect, prepare and upload Board materials to the portal including agendas, memos, presentations, and charts; assist with Board meeting planning.
  • Prepare agenda for the Monthly Management Review meeting; attend meetings to record, transcribe, and distribute meeting minutes.
  • Complete expense reports in a timely manner and perform general administrative duties such as drafting business correspondence, filing, scanning, copying, faxing, maintaining databases, and recordkeeping.
  • Update monthly Meeting Schedule and Travel Schedule; assist with updates to Phone Extension list and Distribution List as needed..
  • Handle preparation and production of the annual Marketing Plan/Management Meeting book.
  • Assist in drafting the CEOs' Year-end Letter
  • Manage updates to the Marketing Guide annually.
  • Maintain and update the Agent Directory and other company information on both internal and external websites.
  • Coordinate holiday card design; manage holiday card database updates and distribution.
  • Assist with providing content and production of Incontext, the company newsletter.
  • Coordinate on-site group meetings and arrange catering as needed.
  • Cover reception for breaks and lunch break; screen, respond to, and direct calls; greet and escort guests to conference rooms.
  • Assist in arranging building security clearance for visitors, scheduling and setting up conference rooms for meetings, and tidying meeting rooms.
  • Serve as backup for distributing incoming mail, courier deliveries, and inter-office mail; assist with posting outgoing mail and preparing courier shipments.
  • Serve as backup in managing offsite storage of records.
  • Assist with facilities service requests using online portal system.
  • Help manage office supply inventory and assist in restocking.
  • Assist with special projects

Executive Assistant Requirements:
  • Superb written and verbal communication skills
  • Excellent attention to detail
  • Maintain high level of professionalism, confidentiality and discretion
  • Able to prioritize, multi-task, and be flexible with assignments
  • Strong initiative and judgment
  • Effective team player
  • Solid technical competency
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
  • College degree preferred
  • Three to five years office experience providing high level support preferably at an Executive C-Suite level

Qualified applicants with arrest and conviction records will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.

Executive Assistant
San Francisco
68-78k + bonus

About Nelson:

For more than 45 years, we've been passionate about helping people find jobs they love - rewarding jobs that further career goals. At Nelson, we partner with companies that have outstanding reputations. Working with innovative startups to Fortune 500 companies, our skilled recruiters have access to opportunities beyond what you can find on your own.

With Nelson, you'll get the most out of your career. Together, we'll set career goals and find you a position where your skills shine. Whether you are looking for a position in: accounting & finance, administration, computer gaming, digital media, engineering, human resources, legal, light industrial, manufacturing, or technology, Nelson helps place people in full-time, temporary, temp-to-hire, project, and contract positions. For a full listing of jobs, go to: and click "Find Work."