Executive Assistant

94305 - Palo Alto

10 Mar 2023

94305 - Palo Alto


62000 - 115000 USD

LINQM is looking for an Executive Assistant.
This an essential role that includes managing calendars, processing financial transactions and expenses, managing email communications, coordinating regular visitors, and coordinating logistics for meetings and events. The Executive Assistant will also take on special projects and activities in service of the organization as well as the faculty, involving gathering and analyzing information and preparing reports. 
This position requires high flexibility and responsiveness, strong interpersonal skills, and the ability to adapt to change and work independently. The successful candidate will have a strong background and proven track record in managing competing demands and priorities with the highest degree of professionalism and accuracy and must possess excellent project management, communication, and editing skills. The candidate must be able to exercise sound judgement in a variety of different situations, interact professionally with a wide range of people, and handle highly confidential matters with discretion.  
Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.
Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
Manage complex business travel in compliance with unit, university, and sponsor policies.
Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.