Administration Assistant
19 hours ago
San Jose
Job Description Title: Sr Administrative Assistant/Executive Assistant Location: San Jose, CA (Tuesday to Thursday onsite) Compensation: $30-$34 an hour on W2 Duration: 6 months contract Job Description - seeks the best and brightest candidate who values professional relationships complimented by creativity and teamwork. Further, the right candidate will have demonstrated progressive success as an Administrative Assistant supporting dynamic, senior-level executives’ leaders in a fast-paced, high-tech environment, essential to maintaining operational efficiency, ensuring timely execution of critical tasks, and supporting the broader team in delivering high-quality work. The Administrative Assistant must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities with a great attitude and sense of humor. Must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to exercise discretion, independent judgment and capable of analyzing and solving complex and abstract requests. This position is expected to involve a high degree of confidentiality, sensitivity, creativity, latitude, flexibility, and availability for effective and efficient performance for support required. Major Duties and Responsibilities: The following daily and recurring tasks have become increasingly time-consuming and require dedicated support: Signature & Document Workflow Management: Process and manage high volume of documents requiring from multiple stakeholders and require careful tracking to ensure meet timelines which includes but not limited to: • Communication & Inquiry Management: Monitoring and responding to email inquiries related to document requests and approvals. Ensuring timely follow-up and visibility of urgent matters., • Legal Coordination: Ensuring documents reviewed and signed off by Legal before routed for signature, requiring follow-up and coordination to avoid delays., • Document Handling: Monitor and manage r signature requests through lengthy email threads, requiring careful extraction, printing, and organization of documents., • Shipping & Legalization: Documents often need to be shipped, notarized, and legalized, which involves coordination with external vendors and attention to legal protocols., • Guest & Investor Relations: Greeting and assisting guests, especially during investor visits, and coordinating logistics for on-site investor meetings., • Procurement & Follow-Up: Assisting with Purchase Order (PO) requests, tracking and following up on procurement processes to ensure timely completion., • Email Distribution List & Slack Channel Management: Managing and maintaining email distribution lists for Accounting, Finance, and Global Finance teams, ensuring timely updates to Slack channels, including onboarding and offboarding of team members across all functional channels on a weekly basis, and coordinating with IT and People Ops to ensure access permissions are accurate and up to date., • Internal Knowledge & Resource Management: Maintaining shared drives, folders, and internal documentation to ensure easy access to templates, policies, and reference materials, and assisting in the creation and upkeep of onboarding materials for new hires., • Administrative Support: Supporting special projects and cross-functional initiatives as needed, such as travel arrangements, expense reports, and internal communications. Required Profile (education, experience): • Preferred 2+ years of continual administrative support within a highly demanding fast-paced Finance/G&A 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 and intuitive, 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 reliable, flexible and dependable with time management to be able and available to come to work early and/or stay late with minimal notice., • Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, and Safety. Preferred/Assets profile (skills, experience, education): • Experience assisting within corporate organization., • Experience in highly demanding fast-paced start-up environment., • Experience in working with a diverse multi-cultural environment., • Must be reliable and work independently., • Trusted Admin Business Partner/Understand Business Preferences and Priorities: Trusted confidant to provide exceptional services, resources, and creative solutions to executive leaders, stakeholders, and other key business partners., • Communication and Business Relationships: Partner and collaborate with stakeholders and knowledge of the business, leadership, organizational structure, and employee base., • Time Management, Prioritization, and Productivity: Plan and manage calendars, ensuring internal/external meetings are effectively scheduled, and resolve conflicts. Recognize, acknowledge, follow-up and follow-through – manage inquiries quickly, proactively, intuitively and follow through for successful completion in an efficient and responsive timely manner., • Deliver w/Quality & Accuracy: Organization, attention to detail, customer service with excellence, and clear written/oral communications., • Travel Management: Liaise with executives and stakeholders to plan and manage travel. Demonstrate planning and organizational skills to ensure efficient and productive business trips., • Finance Management: Knowledge and understanding of expense reporting, procurement tools, and business policies and procedures., • Event Management: Plan and execute meetings and events., • Knowledge / Skill: As a skilled specialist, contributes to the development of concepts and techniques. Completes complex tasks creatively, efficiently, and effectively., • ob Complexity: Works on moderate to complex assignments requiring considerable judgment, takes initiation to anticipates general day-today support. Understands implications and scopes of work where analysis of situations or data requires a review of a variety of factors to make recommendations for solutions to meet deadlines and expectations for requests. Exercises judgment within defined procedures and practices to determine appropriate action. Builds productive internal/external working relationships., • Supervision: Adaptive learner, self-starter, normally receives general instructions to determine methods and procedures on new assignments. May receive detailed instructions on new projects or assignments., • Experience: Typically requires a minimum of 2 years of related experience; supporting multiple projects and assignments in fast-paced corporate environment.Company DescriptionThe mission of netPolarity is to be a leading full-service global supplier of workforce procurement solutions. We empower and enrich the lives of everyone we touch by “bridging the gap” between world class organizations and contingent workers. Our vision is building a brand based on integrity, reliability, quality and professionalism; and to be the first supplier that clients think of when the best talent is needed as well as the employer of choice for contingent workers. Our name is synonymous with the best service offerings in the industry. What We Stand For netPolarity is built on a set of everlasting concrete values. We pride ourselves on exceeding both our clients’ and our contingent workers’ expectations, without ever compromising our core beliefs. Here are the values and commitments that we proudly stand by. Integrity We deliver what we promise. There is nothing more important to us than our word. Our reputation speaks for itself. Ethics We commit to maintaining the highest ethical standard in aThe mission of netPolarity is to be a leading full-service global supplier of workforce procurement solutions. We empower and enrich the lives of everyone we touch by “bridging the gap” between world class organizations and contingent workers.\r\n\r\nOur vision is building a brand based on integrity, reliability, quality and professionalism; and to be the first supplier that clients think of when the best talent is needed as well as the employer of choice for contingent workers. Our name is synonymous with the best service offerings in the industry.\r\n\r\nWhat We Stand For\r\nnetPolarity is built on a set of everlasting concrete values. We pride ourselves on exceeding both our clients’ and our contingent workers’ expectations, without ever compromising our core beliefs. Here are the values and commitments that we proudly stand by.\r\n\r\nIntegrity\r\nWe deliver what we promise. There is nothing more important to us than our word. Our reputation speaks for itself.\r\n\r\nEthics \r\nWe commit to maintaining the highest ethical standard in a