Xibo Open Source Digital Signage

Executive Assistant

Xibo Open Source Digital Signage

full-time

Posted on:

Location Type: Hybrid

Location: San Diego • California • United States

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Salary

💰 $75,000 - $83,000 per year

About the role

  • Provide executive support to senior-level executives and their teams
  • Organize and support meetings including reserving conference rooms, sending meeting invitations, arranging technical support, placing catering requests, and preparing security access
  • Distribute department mail; arrange messenger and overnight package services
  • Arrange & manage travel including flights, hotels, and rental vehicles
  • Prepare expense reports
  • Create and prepare presentations, spreadsheets, and memos.
  • Maintain/archive files that may contain confidential information
  • Prepare and launch documents for e-signatures
  • Onboard/offboard personnel
  • Coordinate Facilities and IT requests
  • Support Administrative Professional initiative
  • Order/ maintain department supplies
  • Organize team-building events
  • Assist in projects as needed.
  • Track SEPS contracts and approval flows
  • Create monthly SEPS Newsletters and similar artifacts
  • Help maintain a SEPS Calendar for key milestones and workshops
  • Perform other related duties as assigned
  • Liaise and build relationships with other groups within the organization
  • Travel to San Diego office

Requirements

  • College degree preferred
  • Minimum of 5 years executive level administrative experience
  • Organized and detail-oriented with the ability to plan ahead and anticipate needs of the team
  • Ability to work under pressure, multitask, and problem solve
  • Excellent communication skills, both written and oral
  • Collaborative team player, working professionally with other departments and assistants
  • Fluent in Japanese preferred.
  • Proficient in MS Office: Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint, OneNote
  • Must be authorized to work in the United States.
Benefits
  • Comprehensive medical, prescription drug, dental, and vision coverage with coverage for spouses/domestic partners and child dependents, including access to a Health Savings Account (HSA) and Flexible Spending Account (FSA)
  • Employee assistance plan and comprehensive behavioral health benefits
  • Fertility benefits, including, surrogacy, and adoption assistance programs
  • Basic and supplemental life insurance for employees as well as supplemental life insurance coverage for their spouses/domestic partners and children
  • Voluntary benefits such as group legal, identity theft protection, accident, and hospital indemnity insurance
  • Short-term & long-term disability plans
  • Up to 12 weeks of paid parental and caregiver leave
  • 401(k) Plan with pre-tax, Roth, and after-tax options and company match with immediate vesting
  • Education assistance and student loan programs
  • Opportunities to train and participate in Administrative Professionals L&D initiatives
  • Flexible Work Arrangements, including remote work schedules
  • Time off to include vacation, paid holidays, sick leave, Summer Fridays (early release), and a winter break between Christmas and New Year’s Day (based on business needs)
  • Referral bonuses (subject to eligibility)
  • Matching gift program
  • A wide variety of employee business resource groups (EBRGs)
  • Special discounts on Sony products, offered exclusively to Sony employees
  • Employee stock purchase plan (Sony covers commissions and fees for your Sony stock purchases made through after-tax payroll deductions)

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
executive supporttravel managementexpense reportingpresentation creationfile maintenanceonboardingcontract trackingnewsletter creationcalendar management
Soft skills
organizeddetail-orientedability to multitaskproblem solvingexcellent communicationcollaborativeteam player