Administrative executive assistant Job at WinMax Systems Corporation, San Jose, CA

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  • WinMax Systems Corporation
  • San Jose, CA

Job Description

Title: Administrative Executive Assistant

Location: San Jose, CA(Hybrid ,2-3 days onsite)

Contract: 6+ Month

Job Description:

Client has an immediate need for a talented Administrative Executive Assistant to provide general and routine to complex administrative support to the Sr. Manager, Administrative Support & Services and work closely with the Office of the CEO. Nutanix seeks the best and brightest candidate who values professional relationships complimented by creativity and team work. Further, the right candidate will have demonstrated progressive success as supporting dynamic fast-paced high tech environment.
Must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities in a timely and efficient manner with a great attitude and sense of humor. Assignments are routine and non-routine and may require originality, ingenuity and ability to handle multiple projects at one time. Candidate must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals.
The Administrative Assistant will report directly to the Sr. Manager, Administrative Support & Services and work closely with the administrative team to provide administrative support, while balancing and coordinating a workload to meet deadlines.
This position is expected to involve a high degree of confidentiality, creativity, latitude, flexibility and availability for effective and efficient performance for support required.


Major Duties and Responsibilities:


Provide administrative support to Sr. Manager, Office of the CEO VP and team, plus additional support to additional executives where needed includes providing CEO daily schedule, materials, reminders, meeting confirmations.
Coordinate and schedule meetings, events, and logistics.
Coordinate and create POs using Netsuite and process invoices.
Coordinate and arrange all travel and logistics to include obtaining all requirement documentation for international travel such as visa, invitation letters, and meet mandate requirements, by airlines and countries, etc.
Create and process expense reports and reconcile monthly corporate credits cards.
Manage Nutanix Global Flower program.
Manage Administrative Team Intranet site.
Work closely with Sr. Manager to plan out, budget, and track administrative team training, meetings, events with key priorities and topics.
Provide support for projects and research.
Provide word processing, data entry, photocopying, scanning, faxing, creating and maintaining files, ordering/distributing departmental supplies, schwag, etc.
Greet visitors in a friendly, warm/welcoming and professional environment.
Provide administrative support and cross-coverage to Sr. Manager, executive assistants and administration staff, as necessary.

Required Profile (education, experience):


Minimum of 5 years of experience supporting Vice Presidents and above or equivalent working within a highly demanding fast-paced oriented environment.
Exceptional calendar management skills.
Exceptional communication skills, verbal and written.
High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management being highly proactive, detailed oriented, self-motivated, adaptive, and creative.
Proven skills analytically with abstract problem-solving.
Exceptional professionalism, soft-skills and being a team player.
High level of work ethics, integrity, confidentiality and flexibility.
Advanced level MS Office suite Word, Excel, PowerPoint, Outlook, Project Google Drive.
Must be highly flexible with time and schedule; able and available to come to work early and/or stay late with minimal advance notice.
Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, Safety.



Preferred/Assets profile (skills, experience, education):


Experience assisting Vice Presidents in a Hi-Tech industry.
Experience in highly demanding fast-paced start-up environment.
Experience in working with a diverse multi-cultural environment.
Must be very proactive, intuitive, and resilient for success.
Must be reliable and work independently
Demonstrates a broad company knowledge which includes best practicing corporate policies, procedures, guidelines and organizational structure.

Report this job
  • Dice Id: 10120741
  • Position Id: 540

Job Tags

Contract work, Immediate start, Flexible hours,

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