Tech Savvy Executive or Operations Assistant (Contract Assignment)
Maly Consulting LLC - Novato, CA

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Use your technical savvy and executive support skills in this two- to three-month contract assignment (onsite in Novato, CA). You will assist a management consultant and small business owner as she moves into retirement and transfers the reins of her firm to another. Special projects and tasks during the assignment will range from the creative (holiday gift program and office remodel) to the mundane (cleaning, filing, and moving records). Specific responsibilities and requirements envisioned for this assignment are detailed below. Because of our firm’s size and the timing and nature of this assignment, this is a hit-the-ground-running, hands-on position with very little time for “learning on the job” or refreshing one’s skills to meet our requirements.

We are a small firm that thinks and acts big. Our eight-person firm of labor economists/consultants was founded in 1986 and serves a national client base of medium to large complex, multi-national corporations. We are committed to the full use of efficient and effective technology systems and software — and will be in the midst of a transition to both a new internet service provider and hosted exchange service during the course of this assignment. We have a collaborative yet demanding professional work environment where attention to detail and the pursuit of excellence are highly regarded and rewarded.

Responsibilities

Using multiple PC-based software programs, you will handle the administrative, organizing, coordinating, and reporting activities for a busy executive who is closing down her office, preparing for her successor, and moving into retirement.

Using your database management, organization, and marketing skills, you will handle the firm’s annual holiday card and client gift projects.

Coordinate the scheduling and logistical arrangements for an office remodel with project architect.

Oversee and monitor the transition of IT services from one vendor to another. Some coordination between new IT vendor and our staff may be required in the transition to new internet service provider and hosted exchange server.

Clean, toss, shred, and/or organize (both hard- and soft-copy) files and records.

May create (write) processes, checklists, policies and/or procedures necessitated by organization changes.

Requirements

Successful record of 5+ years supporting executives — preferably in a professional services firm (i.e. management consultants, attorneys, architects, engineers, accountants).

A bias for technology with advanced computer literacy in Microsoft Office’s suite of programs — and adaptability to quickly learn and become effective in the use of other programs ( Adobe Acrobat Prof, GoldMine, QuickBooks , WordPerfect , and Videoconferencing ).

Must be thorough, neat, and organized with meticulous attention to detail and a penchant for good documentation.

Strong task and time-management skills.

Ability to independently think through situations, research, and find answers to problem situations.

Good listening skills and a focus on providing top-notch service.

Flexible, mature approach and positive attitude — effectively communicate with all personality types.

Good writing skills and the ability to catch and correct own errors. Ability to edit and proof others’ work and ensure the firm’s reputation for superior quality and professional-looking documents.

Good judgment, tact, discretion, and absolute trustworthiness.

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