Executive Assistant jobs in United States, California, Milpitas

Controller Assistantlocated inMilpitas, CA.

Reporting to theController Assistantwill be responsible for financial statement preparation, financial analysis, budgets and forecasts in line with corporate policies and processes and legislative requirements in order to ensure financial reporting analysis and forecasts support business strategy and decisions. Responsible for timely and accurate financial close processes in collaboration with the Global Business Services (GBS) team. This role involves oversight of the financial month-end close process, including reconciliation, reporting, and analysis of financial.

What a typical day looks like:

• Coordinate and oversee the financial aspects of the assigned business segment
• Prepare Business Unit full PL and BS forecast, Weekly Whatifs and weekly CashFlow projections,
• Strong interdepartmental business partnering skills
• Drives and supports Month end and quarter end close and Journal entries
• Oversee the activities of the Accounting Department for the accurate and timely dissemination of financial management reports including, but not limited to, internal and external monthly financial statements, 12 month rolling forecasts and annual audits.
• Oversee the activities of the Accounts Receivable and Accounts Payable department to ensure the accurate and timely management of all Accounts Receivable aging components including billings, cash receipts application, etc.
• Establish and maintain systems and controls which verify the integrity of all systems, processes and data, and enhance the Company's value, including complying with the requirements of the Sarbanes Oxley Act.
• Prepare reports that summarize and forecast company business activity and financial position in areas of income, expenses, and earnings based on past, present, and expected operations.
• Review company financial statements and assigned GL accounts for P&L and Balance sheet for accuracy and clarity.
• Manage the Accounting department for the functions of responsibility.
• Support the management of the site.
• Prepare and timely report out to cost center owners on all aspects of the responsibility
• Other adhoc projects as assigned by the Controller, Finance management and site management
• Prepare accounting memos, aging and Balance sheet recons as when needed.
• Participate in Finance cycle count audits, Doc audits, WIP PI.

The experience we’re looking to add to our team:

• Bachelor's degree in Finance, Accounting, Business administration or related field.
• 6+ years of related experience in accounting roles.
• At least 4 years of related experience in a similar position.
• Technical knowledge on Financial analysis/ forecasting / inventory/P&L / cashflow / balance sheet.
• Adhoc reports and requests.
• Demonstrates advanced functional and technical skills and basic people and/or process management skills.
• Demonstrates knowledge of multiple functionaltechnologies/processes,industries or functions and understanding of interdependencies of such processes at the site.
• Good communication skills
• Ability to effectively present information and respond to questions from groups of managers, clients and customers.
• A background in manufacturing/cost accounting is preferred.

What you'll receive for the great work you provide:

• Full range of medical, dental, and vision plans
• Life Insurance
• Short-term and Long-term Disability
• Matching 401(k) Contributions
• Vacation and Paid Sick Time
• Tuition Reimbursement

• Anticipate and perform administrative duties and confidential assignments for the Services business.

• Coordinate department activities and events for Services business (locally and globally) and lead planning for corporate activities across departments.

• Plan meetings with internal teams and external customers and partners;scheduling/calendaring.

• Manage global travel and expense processing.

• Exercise discretion in handling information of a confidential and sensitive nature.

• Coordinate with and respond to various sources in timely manner.

• Set up and maintain office supplies and records as needed.

• Prepare and edit basic business documents and presentations to support the business

• Prefer a bachelor’s degree (BA or BS) with ten years of professional experience supporting a senior executive in a corporate office environment is desired; Fortune 500 experience preferred.

• Critical thinker with strong organization and interpersonal skills

• Ability to research, write and/or edit basic business communications

• Consistent track record of multitasking effectively

• Strong problem-solving skills

• Ability to be resourceful and partner effectively across an organization

• Ability to identify owners of different processes within the company and work collaboratively toward successful outcomes

• Ability to learn the business and customers at a high level in addition to the company’s purpose and vision

• Ability to prioritize challenging requests and demonstrate flexibility to address evolving business needs

• Apply developed skills with MS Office suite and leverage internal systems to retrieve information and perform activities

• Communicates clearly and concisely with positive, can-do demeanor

• Self-motivated with a track record as self-starter

• Strong team orientation, with a strong sense of dedication to work with team members, customers, and cross-functional teams

• Operates with a high sense of urgency and organization

• Displays ability to navigate social situations

Minimum Qualifications

• HS Graduate and 10 years of experience ORequivalent combination of education and experience

or at +1-408-352-2808

• Calendar Management: Management of SVP's calendar and daily schedule to include prioritizing conflicting meeting requests, supervising action items and commitments of executive and following-up to ensure completion. This will require outstanding organization skills, prioritizing multiple priorities and keeping a lively executive on track and on schedule.
• Event Speaking Engagement Coordination: Responsible for a running list of SVP's engagements and works closely with communications team to ensure content needs are understood and set in motion so the SVP is prepared for each engagement.
• Meeting Planning and Organization: Assisting Senior VP in planning and coordinating meetings by taking ownership for assembling the agenda, location, accommodating technology requirements based upon participant needs, and all other meeting logistics. May further prepare meeting briefing documents by taking and disseminating notes and formulating post meeting action item list.
• Travel Briefing Preparation: Crafting travel packs for international trips. This work includes combining all event information in addition to coordinated logistics of travel and also customer/team asks.
• Correspondence/Approvals: Supporting SVP by acting as proxy for communications and approvals as authorized. Answering general questions as crucial, referring (filtering) routine matters to appropriate parties, and following up to ensure accurate disposition. Taking initiative to resolve issues within specified policies and guidelines, and providing mentorship to administrative community members on problem solving. Resolving when executive action is required and supplying a recommendation where appropriate.
• Travel and Expense Management: Responsible for making in-depth global travel arrangements for SVP. Carefully considers and decides the optimum travel arrangements and itinerary for calendared meetings while handling Cisco expenses. Works diligently to go above and beyond, working with the airlines directly to accommodate Global Services benefits for upgrades whenever they are available.
• Special Projects: Providing analytical support to assist executive on special projects. Researching issues, analyzing problems, compiling data, and preparing reports.
• Large Corporate Events: Prepare and brief itinerary as well as accompany VP for large Corporate Events such as GSX, where EA's are used for executive support.
• Confidentiality: Candidate will deal expertly with highly critical and confidential matters and materials.
• Mentor new Executive Administrative Assistants and other administrators. Participates in a cross-functional EA network and will lead the organization’s community of Admins.

In addition to general administrative duties of an EA, daily tasks are carried out at a higher level of complexity. Specifically, the critical behaviors of this role are:

• Self-motivated and proactive around needs of the SVP and the Organization
• Able to operate successfully with limited direction and ambiguity
• Use tact, subtlety and a practical knowledge of company policies, practices and procedures
• Responsiveness to all levels of inquiry
• Challenge ‘the way we’ve always done it’ and provide a deeper more innovative way of doing things
• Keep the big picture in mind when making independent decisions that affect the SVP’s calendar
• Have the ability to exercise critical and independent judgment with the SVP’s calendar and time
• Organized and efficient with their own time
• Able to think creatively and calmly when it comes to quick and unplanned changes in schedule
• Earn administrative community respect and have the ability to work with and through others as needed

• 7+ years experience in administrative environment and 2+ years supporting SVP level and above
• Expert level knowledge of Windows desktop computer applications: Word, Excel, and PowerPoint.
• Experience in calendar management, planning meetings and coordinating travel.
• Excellent verbal and written communication skills including the ability to connect with all levels of Executive/Senior staff and clients.
• Ability to navigate web and email at high competency knowledge.

• BA/BS or equivalent experience
• Past work experience in the high-tech industry

Duties and Responsibilities:

• Provide best-in-class administrative and operational support including: Calendar management, meeting management, event management/coordination, travel management/coordination, expense management, and reimbursement processing
• Budget Management and Implementation – Work together with accounting to implement all aspects of the budget
• Create and Manage the event budgets (Managing projections, payment methods, internal systems, vendor relations)
• Manage vendors & agencies to execute/implement event programs throughout the year
• Open internal purchase orders and manage with vendors and internal stakeholders
• Manage operations & event requirements and agency obligations
• General travel arrangements, domestic & international
• Filter and manage requests for internal & external commitments
• Coordinate special projects including team offsites, team building activities, and customer facing events
• Submit and maintain expense reports