Job Description

Ref No.:19-02892
Location: San Jose, California

Executive Assistant Role and Responsibilities:
Calendar Management:
  • Schedule meetings & conference calls
  • Manage Calendar
  • Arrange domestic & international travel lodging & transfers
  • Prepare travel itineraries
  • Passport renewals | Prepare Visa & eVisa for countries requiring entry visas
  • Manage travel tool Egencia; provide travel credentials for new hires| onboarding and disable term accounts
Expense Reports:
  • Process expense reports for reimbursements in Nexonia and Concursolutions (expense tools)
Event planning:
  • Plan executive and management event meetings & dinners (off-sites domestic & international)
  • Assist and plan team building activities and promote culture initiatives
  • Plan and prepare for monthly events for R&D team and also for companywide events
  • Create logistics deck for off-site meetings
  • Prepare monthly reconciliation for the corporate Client card
  • Maintain subscription based accounts for monthly payments
  • Prepare Global Procurement Requisitions (GPR) and seek approvals
  • Review vendor contracts and work with legal for approval and execution
  • Vendor relations: Maintain relationship with vendors & negotiate rates with neighboring hotels and other vendors
Global Communication:
  • Newsletters: Compile entries for monthly newsletter for R&D
  • TeS Net: Manage page for R&D
  • Distribute companywide announcements
The candidate will work closely with the receptionist, facilities manager and other executive assistants as and when required to plan and manage various events.
Computer skills:
  • Must be comfortable with a Microsoft Windows based environment
  • Proficient in the use of Microsoft Word, Excel and Power Point

Application Instructions

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