Executive Assistant

Job Title: Executive Assistant
Location: San Rafael, CA
Type: Contract
Compensation: $35-$40 per hour
Work Model: Hybrid – onsite and remote


Hours: 40.0 hours per week

Responsibilities

• Provide comprehensive administrative support to the People Leadership Team (PLT), reporting directly to the Chief People Officer (CPO).
• Manage global calendars, scheduling meetings with multiple stakeholders across various functions, resolving conflicts efficiently.
• Coordinate logistics for PLT and Global People team meetings, including communicating with presenters and disseminating agendas.
• Attend meetings, take minutes as needed, and assist with editing and creating presentations for executive leadership.
• Support the team in connecting with the People Team through guidance and information management.
• Handle creation of purchase orders and finalization of vendor contracts in collaboration with Legal and Purchasing departments.
• Coordinate travel arrangements and expense reporting for PLT members.
• Assist with IT issues and order equipment as requested, maintaining distribution groups and managing announcements across the organization.
• Support onboarding new hires and off-boarding departing employees.
• Respond to miscellaneous administrative requests with professionalism and discretion.

Requirements

• Minimum of 8 years of experience supporting executive level leaders such as VP, SVP, or C-level executives, including office administration tasks.
• Proficiency in Microsoft Office Suite (Word, Teams, Outlook, PowerPoint) and Concur expense reporting.
• Bachelor’s degree preferred.
• Experience working within People or Human Resources teams is a plus.
• Excellent calendar management, communication skills, and ability to handle multiple priorities in a fast-paced environment.
• Strong professionalism, influencing skills, and the ability to anticipate potential issues.
• High level of discretion handling sensitive or confidential information.
• Self-motivated, proactive, and adaptable with a team-oriented approach.
• Ability to respond flexibly to ad-hoc requests, including outside of normal business hours when needed.

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

Ref: #558-Scientific