Executive Assistant

Burlingame, CA

Office Hours:  9:30am-5pm, Monday-Thursday

Position Overview

We are seeking an organized professional with excellent interpersonal and household management skills.  This individual should possess good judgement, confidentiality, problem solving, computer, and basic accounting skills.  Personal attributes should include a positive, can-do attitude with attention to detail, integrity, and desire to work in a home environment.

 

This position supports the CEO of a family business, a family foundation, and who sits on the Board of several not-for-profit organizations. Primary responsibilities include financial and human resource oversight and use of executive level communication skills.

 

Responsibilities include, but are not limited to:

 

Cash Management and Financial Monitoring

• Utilize accounting software to code, prepare and print checks
• Reconcile checking accounts
• Review and code credit card charges
• Manage documentation relating to real property
• Obtain and provide tax support and financial statement downloads to family business

 

Human Resource Management and Monitoring

• Track hours and related information for ADP processing and Personal Time Off
• Keep informed of new payroll requirements and communicate changes with employees
• Work with CEO to determine optimal health insurance renewal option for employees
• Assist employees with health insurance or other employment questions

 

Communications with Family Business and Various Board of Directors

• Setup appointments for CEO and other family members
• Communicate with family business, family foundation and other nonprofit organizations where the CEO is a board member
• Print and organize information packages for CEO meetings and events

 

Travel and Entertainment

• Make airline and related ground transportation reservations and create trip itineraries
• Coordinate with family business Accounting and Office Administrator in planning for business-related events

 

Household Asset Management/Maintenance and Security

• Track DMV renewals, smog vehicles and arrange for repairs, when necessary
• Maintain registration and proof of insurance in each vehicle and schedule maintenance
• Troubleshoot computer issues, phone problems and/or malfunction notifications in homes and cars
• Review insurance coverage for personal assets and update related inventory listing
• Determine if/when outside service providers should be engaged for issues relating to: network, computer hardware and software, HVAC, and communications systems
• Monitor gate cameras and admit visitors
• Use online accounts to monitor deliveries and track shipping progress

 

Required and Desired Skills

Proficiency in Windows and iOS operating systems, including PC’s, Macs, iPhones, iPads

Proficiency in Microsoft Office with emphasis on Word, Outlook, and Excel

QuickBooks accounting software experience a strong plus

Working knowledge of Adobe Photoshop (graphics editing), Quark Express (desktop publishing), PowerPoint a plus

*Offering great benefits and work life balance

Please send your resume to lacy@capeoplesearch.com

 

The Executive/Personal Assistant provides administrative and personal support to the Chairman and his family members. This is a highly visible role that interacts with all levels of the business including partners in a different country. The ideal candidate is reliable, motivated, discreet, personable and has strong business/support skills and the ability to anticipate the needs of the Chairman.

 

Responsibilities:

Executive Assistant (50%)

 

Administrative support to the Chairman including maintaining the calendar, scheduling and confirming meetings, drafting correspondence and prioritizing tasks to maximize productivity

Act as the liaison between the Chairman and internal departments and external partners

Plan and manage all aspects of the Chairman’s business travel

Screen and direct phone calls as appropriate

Assist in the planning of business meetings including travel, catering and the preparation of presentation materials

 

 

Provide administrative support to the Executive Director and assist with grant administration

Translate Chinese business materials including correspondence, and business information Personal Assistant (50%)

Coordinate, prioritize and manage personal tasks for the Chairman including managing household activities and personal errands

Prepare holiday communications for distribution on behalf of the Chairman and his family including cards and e-cards

Develop detailed travel plans for the Chairman, his family members and special guests

Manage personal properties, cars and other family support staff

Manage the families calendar scheduling both business and personal events

 

Qualifications:

Bachelor’s degree preferred

Minimum 10 years of experience providing executive and personal support to C-level individuals

Strong language skills including bilingual with English and Chinese (Mandarin)

Excellent verbal and written communication skills with the ability to proofread

documents and make edits as needed

Must be able to handle sensitive and highly confidential information

Must be highly organized, detail oriented and able to manage/execute multiple

ongoing projects and deadlines

Strong Microsoft Office skills with advanced knowledge of Word, Excel and PowerPoint

Instinctively anticipates critical tasks and needs

 

Personal Qualities:

Impeccable character with high ethical and quality standards.

Hard working, enthusiastic and driven to succeed. Must be self-assured and energetic; a self- starter.

Strong team player; ability to work cooperatively in a team and companywide.

Ability to multi-task and prioritize projects and assignments effectively.

Ability to work effectively with individuals at all levels of the organization.

Focused and flexible; effectively navigates changing priorities.