Executive Assistant

San Jose, CA

Post Date: 03/01/2018 Job ID: hallmark-2394 Industry: Administrative and Support Services Pay Rate: $25 - $35


Hallmark Personnel has an EA opportunity available with our client, a large, hi-tech company in downtown San Jose. Serving as the EA to a VP and their team, you will help to coordinate executive’ s schedule, oversee special projects, company events, etc., and provide operational support for the VP and their team.  The is a six month position covering a Leave of Absence.


Executive Admin  


The job includes:


·        Calendaring lab head’ s daily activities

·        Travel arrangements & Expenses for lab head; conference registrations; travel & lodging reservations; expense reports & reimbursements

·        Lab-wide communication including meeting arrangements and minutes  

·        Meeting coordination including meeting room reservations; communication w/ external & internal clients; dining and catering arrangements; visitor assistance including laptop, meal vouchers, travel logistics, etc.

·        Patent tracking to include: reports update; bonus payments tracking; meeting coordination; patents awards with plaques

·        Asset management including fixed asset inventory   

·        Lab operational expenses including P.O. Requests/ PO submissions;   Contractor invoice submissions; Legal agreements update; expenses tracking and discretionary budget tracking

·        Event planning including: team building activities and employee social events

·        New hires onboarding


  • Strong multitasker and self-driven
  • Diligent and hard working
  • Strong communications skills, written and spoken
  • Team player and personable.
  • Strong MS Office Suite skills
  • Sharepoint experience desirable
  • IT skills are desirable but not required
  • Bachelor’ s degree preferred but not required
  • 4 – 8 years experience

Not ready to apply?

Send an email reminder to:

Share This Job:

Related Jobs: