Allied Universal Job - 29830616 | CareerArc
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Company: Allied Universal
Location: San Jose, CA
Career Level: Entry Level
Industries: Technology, Software, IT, Electronics


Work for one of the Largest Software Companies in the San Jose Area

  • Site located in Downtown San Jose
  • Free employee parking
  • Subsidized meals
  • company that values innovation, creativity, and drives for greater inclusion and diversity
  • Covers 90% of medical benefits cost for employee and 80% for employee's dependents
  • Covers 70% of dental and vision cost for employees and employee's dependents
  • Free Snacks, Juices, Sodas, Coffee, etc.
  • Free Parking

Job Description

  • Department Executive Admin Assistant Job Description – Global Safety & Security
  • An Executive Administrative Assistant supporting the Safety and Security Department at client site. The individual in this position will be responsible for the performance of diverse administrative tasks, and special projects as needed. Candidate must have the ability to work well cross-functionally, site Operations Managers, and vendors, in a professional, efficient, and confidential manner. Successful candidate will be assertive, motivated and have excellent communication skills. Acting as the administrative point of contact between the executives and internal/external clients. Candidate is extremely organized with the ability to work autonomously, take initiative and follow through. Has the ability to prioritize and apply sound judgment, and the ability to juggle multiple demands simultaneously. Candidate must demonstrate strong attention to detail, and be able work effectively with minimal direction. Sense of humor and ability to work enthusiastically across organizations is required.


  • Provide administrative support to the senior client and Allied Universal managers
  • Extensive scheduling and calendar coordination
  • Extensive travel arrangements, domestic & int'l
  • Manage staff meetings for client and security department
  • Coordinate all arrangements for seminars, workshops, and meetings
  • Coordinate special projects including team off sites, team building activities and all hands meetings, team space planning and floor moves, and potentially other types of projects
  • Prepare, process, and track purchase order requisitions and recommend purchases of office supplies
  • Support budget management and processes
  • Submit and maintain expense reports & invoices
  • High collaboration skills with ability to work within diverse cross functionally

Traits you need to succeed

  • BA/BS degree or minimum of 3-5 years' Executive administrative Assistant experience
  • Proactivity in a fast-paced, ever-changing global environment
  • Positive, can-do attitude even in stressful situations
  • Willingness to follow through and do what it takes to get the job done
  • Clear and concise verbal and written communication
  • Strong business acumen and eloquent communicator
  • Ability to foresee challenges with calendar, travel needs, etc
  • Ability to maintain calm demeanor when dealing with stressful and critical situations
  • Ability to remain flexible, embrace change and manage expectations in situations where you have little control
  • Exceptional ability to multi-task, prioritize and meet deadlines with little direction
  • Strong organizational skills, attention to detail, and timely follow-through
  • Effective time management skills
  • Proven ability to assess and prioritize conflicting demands
  • Excellent written and interpersonal communication skills
  • Ability to interact with all levels of internal and external contacts with diplomacy and professionalism
  • Must handle confidential information with integrity and exercise discretion
  • Confidence and strong decision-making skills
  • Proven mastery of MS Office applications including Outlook, Word, PowerPoint and Excel
  • Resourcefulness: Ability to find creative solutions without minimal direction
  • Ability to travel to client offices in the Bay Area to provide on-site support at events/conferences
  • Execution and follow through on tasks a must.
  • Ability to work well with all levels of management, staff, clients and vendors.
  • Undertaking the tasks of receiving calls, take messages and routing correspondence


Allied Universal is an Equal Opportunity Employer committed to hiring a diverse workforce. Allied Universal will provide qualified individuals with reasonable accommodations pursuant to the Americans with Disabilities Act and/or any other applicable state or local laws. We are committed to hiring veterans and reservists. Since 2013, we have hired over 25,000 heroes.



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