General: Executive Assistant (San Mateo, CA)

At NetSuite, Inc., our vision is to support growing and midsized companies by providing the market's leading integrated, online business application for CRM, ERP and Web commerce. With products such as NetCRM and NetERP, we already meet the needs of thousands of customers worldwide. And as an industry leader, we value the uniqueness, creativity and innovation each employee brings, whether in the areas of engineering, sales, marketing, operations, customer advocacy, IT, or corporate resources. Our employees drive our vision and make our success possible.

Picture yourself building a successful career at NetSuite—working alongside other talented, driven individuals, and helping the burgeoning growing-to-midsized market achieve its goals. At NetSuite we believe in ONE SYSTEM. NO LIMITS. If you would like to be part of an organization where there are NO LIMITS, please submit your resume to job@netsuite.com

Job Description:
We're looking for a dynamic, professional individual with 5 - 7 years of experience supporting an executive. 

The ideal candidate will have supported a CEO, COO, or CFO or a Finance Division at a large, recognized company. This position is supporting an energetic, extremely tech-savvy individual, so candidates must have phenomenal technical skills, not only in all MS Office applications, but ideally with remote technology and new applications as well. Candidate must take ownership of the position and be able to work at a top quality level with little supervision..

The candidate must be a strong multi-tasker with initiative and a very positive service attitude. Experience interfacing with executive admin level people and with internal and external customers is a plus.

You will provide administrative support to a leader in the organization by acting as a facilitator and liaison, handling details of a highly confidential and critical nature, exercising judgment in order to pro-actively address requests and ensuring an efficiently functioning office.

Responsibilities:

• Manages and maintains calendars. Schedules, plans, and coordinates events and meetings onsite and offsite, including research and preparation of meeting materials. Coordinates meeting logistics including location and rates. Ensures meeting attendees have appropriate information including directions and maps. Prepares agendas, takes notes and distributes meeting minutes and presentations. Tracks action items and communicate status.
• Makes business travel arrangements and manages and communicates travel itineraries. Manages travel accounts including mileage cards. Works closely with Corporate Travel to schedule and change itineraries.
• Develops and maintains positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature. Manages information flow within and outside of division or business unit. Serves as liaison between corporate office(s) by disseminating key communication pieces and distributing materials.
• Monitors phones and voicemail systems and answers or re-directs calls. Pro-actively escalates issues requiring manager's immediate attention.
• Maintains distribution lists and shared directories, including maintaining permissions. Manages information by organizing and tracking in databases to synthesize and generate reports.
• Tracks executive expenses and generates expense reports. Works with Accounts Payable in order to ensure department bills are paid in a timely manner. May serve as point person for departmental purchases, including but not limited to overall asset management. May manage budget and departmental costs, including reclassifications as necessary.
• Drafts letters, memos and emails. Responsible for general office administration tasks such as filing, copying, collating/stapling, etc.
• May coordinate customer facing training events
• May provide coaching to less senior Administrative Assistants.

Candidates must be results-driven and project a positive, professional attitude. The candidate must be able to effectively communicate in English with internal and external clients through all available mediums.

To Apply:
Please quote the job title in the subject line of your e-mail and e-mail your resume to job@netsuite.com.

*At this time, NetSuite is not working with any third party recruiters or agencies. Please direct all inquires via e-mail to jobs@netsuite.com. No phone calls please.