Executive Administrative Assistant - San Francisco 49ers (Santa Clara · CA)

San Francisco 49ers Jobs
Sports Jobs in Santa Clara · CA
Administration/General Management: Administrative/Executive Assistant
The Executive Administrative Assistant manages and executes all administrative tasks to help effectively support the Chief Financial Officer and his/her teams. This position works closely with other support staff to ensure all Executives are able to solely focus on their duties. This position is the go-to person for support, information, and help for the departments he/she supports.
Responsibilities and Duties:
  • Manages the executive(s) day-to-day calendar, including making appointments and prioritizing the most important matters.
  • Coordinates and plans for meetings, conference calls and special events, including arrangement of logistics, meeting space, communication, agendas, information preparation, A/V preparation, and gifting.
  • Prioritizes and screens calls, emails and mail for executive.
  • Coordinates corporate travel logistics including flights, hotels, ground transportation, and reservations.
  • Manages break and meeting rooms, including ordering/stocking and cleanliness along with ordering office supplies.
  • Creates all shipping labels and mail for the executive(s) and their teams.
  • Populates and submits expense reports each month.
  • Prepares and arranges time sensitive and confidential documents for executive.
  • Communicates on behalf of the executive externally and internally on sensitive and confidential information.
  • Plans and executes birthday celebrations for each team member, monthly happy hours, and team activities.
  • Provides back-up to office assistant.
  • Other duties as assigned.
Required Abilities and Skills:
  • Ability to use logic and reasoning to evaluate information to determine how it should be best interpreted.
  • Ability to create a relationship of trust and loyalty by delivering accessible, efficient, and reliable services and products for internal and external stakeholders.
  • Creative and innovative; the ability to see alternatives and solutions.
  • Ability to initiate, design, plan, execute, monitor and evaluate outcomes of a project or initiative.
  • Ability to achieve planned objectives through completing relevant tasks and focus.
  • Organizational skills with the ability to manage time effectively, while balancing and prioritizing multiple or competing tasks.
  • Communicates orally and in writing in a clear, concise and impartial manner.
Education and Experience:
  • Bachelor’s degree or equivalent degree and at least 3-5 years’ relevant work experience; or an equivalent combination of education and experience.
  • Experience with Microsoft Suite including Excel, Outlook, PowerPoint and Word.
  • Experience with Visio, Adobe Acrobat Pro DC, Concur, DocuSign, Egnyte, Dropbox, Zoom, GoToMeeting and Ariba.
Physical Demands and Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
The employee will be sitting in a typical office environment the majority of the time and may be exposed to outdoor weather conditions.
The employee is frequently required to sit, use hands or fingers, handle or feel objects, tools, or controls and reach with hands and arms. The employee is regularly required to talk or hear. The employee is occasionally required to stand, walk and lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
This position requires the ability to work extended hours and/or weekends.
5% of local travel time expected for this position.