Arklign, Inc. is hiring: Executive Assistant in San Jose

Executive Assistant Position Summary: We are a growing dental laboratory seeking a versatile and organized Executive Assistant to provide assistance to our company's executive team. This role encompasses various responsibilities, including administrative tasks, event coordination, and managing social media accounts. The Executive Assistant will play a pivotal role in ensuring the smooth functioning of our office, handling communications, facilitating efficient workflow for our executives, organizing events, and managing our social media presence. The ideal candidate will be detail-oriented, proactive, and capable of multitasking in a fast-paced environment. Responsibilities and Duties: Administrative Support: Manage the executive's calendar, scheduling appointments, and coordinating meetings. Draft correspondence, reports, and presentations, ensuring accuracy and professionalism. Coordinate design and creative content creation and printing through third-party vendors Maintain organized filing systems, both physical and digital, for easy document retrieval. Handle incoming calls, emails, and other communications, redirecting them as appropriate and responding on behalf of the executive when necessary. Manage communication with internal and external stakeholders. Monitor deadlines and follow up with team members to ensure completion of tasks. Provide project coordination and visibility to ensure project success. Perform other duties as assigned by the executive. Event Coordination: Plan, organize, and coordinate company events, meetings, and workshops, ensuring all aspects of the event are well-executed. Coordinate social media and email campaign for event promotion. Manage event logistics, including venue selection, catering, entertainment, transportation, and promotional materials. Oversee event setup and clean-up, ensuring a seamless and professional experience for attendees. Monitor event budgets and expenses, ensuring cost-effective planning and execution. Social Media Coordination: Manage and update the company's social media accounts. Monitor social media trends and competitor activities, providing recommendations to enhance the company's online presence. Respond promptly to social media messages, comments, and inquiries, maintaining a positive and professional tone. Office Management: Order and maintain office supplies, ensuring the office is well-stocked and organized. Coordinate office maintenance and repairs, liaising with vendors as needed. Assist in maintaining a clean and efficient office environment. Travel Coordination: Arrange travel itineraries, accommodations, and transportation for the executive and other team members, ensuring seamless travel experiences. Meeting Coordination: Schedule and coordinate meetings, take accurate minutes, and follow up on action items. Prepare meeting agendas and ensure all necessary materials are available for attendees. Confidentiality and Discretion: Handle sensitive information with utmost confidentiality and professionalism. Maintain a high level of discretion in all interactions and communications. Skills and Qualifications: Organizational Skills: Strong attention to detail, time management, and ability to work independently and take initiative. Problem-Solving: Strong problem-solving skills and ability to think critically. Communication: Excellent written and verbal communication skills, with the ability to interact professionally with internal and external stakeholders. Tech Proficiency : Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications, computer and mobile device. Event Planning: Proven experience in event coordination, including logistics, vendor management, promotion, and budgeting. Social Media Coordination: Familiarity with social media platforms, content creation, and engagement strategies. Content Creation: Familiarity with presentation software such as PowerPoint and/or Prezi, and with graphic design tools such as Illustrator and Photoshop. Adaptability: Ability to adapt to changing priorities and work well under pressure. Discretion: Demonstrated professionalism, integrity, and the ability to maintain confidentiality. Experience and Education: Previous experience as an administrative assistant, preferably with event coordination and social media management responsibilities, is advantageous. Previous experience designing marketing collateral is a plus. High school diploma or equivalent. Additional experience in office administration, event planning, or digital marketing is a plus. Requirements: Valid California driver’s license Authorized to work in the United States Fluent in English (verbal and written) Type 35+ WPM Job Type: Full time or part time (20 hours per week) Schedule: Monday to Friday Various evening or weekend events Benefits (if full time): 401(k) Health insurance Dental insurance Vision insurance Paid time off #J-18808-Ljbffr