Executive Assistant
San Jose
hace 20 horas

The Opportunity

Candidate will provide a variety of administrative and organizational functions for the IPLMF group, including organizing and supporting teams and all hands meetings, handling invoices, organizing annual special projects like patent award ceremonies, conferences, providing administrative support for VP of IP & Litigation, the Directors of Litigation and Trademarks, and the Head of Fraud & Enforcement Legal.

What you'll Do

  • Heavy dynamic calendar maintenance in fast paced environment for multiple executives.
  • Organize agendas, prepare materials, and administer all recurring team meetings, all-hands meetings, trainings, conferences, morale events, employee network meetings and offsites.
  • Manage vendors / budget for large scale annual recognition events.
  • Organize special projects (i.e. MCLE tracking, manage keepsake awards vendor and exporting process, track work anniversaries)
  • Book international travel with complex itineraries and obtain visas / passports
  • Compile / submit Expense reports
  • Place office supply orders and work with procurement to get vendors set up, invoices paid, contracts reviewed, completed and filed within CMS.
  • Work with Finance to ensure monthly accruals are submitted timely.
  • Notarize and legalize legal documents (POA’s, Affidavits, etc.)
  • Onboarding new hires; (space planning, ordering supplies, setting up introduction meetings / trainings, completing forms for access requests)
  • Provide other team members with administrative assistance as needed with misc. projects.
  • Participate in Legal Admin trainings and curriculum for growth and development.
  • Assist with PPT presentation preparation, document / email preparation, informational teams / slack channel communication postings, survey generation and analysis, and acquiring electronic signature approvals using Adobe Sign.
  • What you need to succeed

  • Required knowledge, skills and experience supporting Executives in a fast-paced environment.
  • High proficiency with efficiency software, MS Suite / 365
  • Excellent communicator, able to work with diverse group of people to accomplish objectives
  • Positive, energetic, hardworking, problem solver with can-do personality
  • Dependability to meet goals and proactively prioritize tasks
  • Ability to interpret vision and assertively work towards objectives with minimal supervision / direction
  • Exercise good judgment
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