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Administrative Specialist

Company: Anotech Energy
Location: San Jose
Posted on: May 14, 2022

Job Description:

Job Description The Administrative Specialist will mainly support the Chief Technology Officer and VP of Engineering . Provide efficient and effective support of critical administrative and organizational projects. The Administrative Specialist must be able to assist and act in a confidential capacity, communicate well with tact and professionalism, and project a professional image at all times with all levels of internal personnel, client staff, corporate Board of Directors and shareholders. This role will be an exciting blend of administrative duties and working closely with our Engineering Department (Research & Development). Major Duties & Responsibilities: Administrative support such as filing, typing, copying, binding, scanning etc. Organizing travel arrangements for senior managers. Conducts Patent maintenance by ensuring that all licenses are up-to-date. Ensure actions are completed with respect to decisions around particular filings/patents (US and/or Foreign). Ensure any outstanding disclosures that engineers have to complete and submit are done on time. Coordinating with IP counsel for disclosure meetings between engineers and counsel. Coordinating responses to IP counsel reminders when there are actions requested by patent counsel ranging from executing documents to making decisions on a particular patent claims, abandonment, etc. Maintaining a master sheet of all patents (US and foreign) in coordination with the IP counsel paralegals. Keeping track of payments, dues and due dates for patents & working with CPA Global (Clarivate). Manage worldwide patents & renewal fees. Booking conference calls, rooms, rides, couriers, hotels etc. Processing expenses sheets and invoices for the team. Maintaining Shared Drive and other forms of filing systems. Handling sensitive information in a confidential manner. Managing and acting as the gatekeeper to CTO---s calendar. Developing and updating administrative systems to make them more efficient. Planning and executing Team Building events and off-sites. Skills & Requirements: AA or BA Degree. Knowledge of office administration procedures. Managing multiple and changing priorities at once. Good computer skills including Word, Excel, MS Outlook, PowerPoint. Good typing and keyboard skills. Managing administrative processes. Attention to detail and high level of accuracy. Engineering Related Duties: Support senior management on a variety of administrative tasks (managing calendars, credit card expense reconciliation, travel arrangements). Maintain IP portfolio and interface with IP counsel. Organize & maintain the R&D / Product Engineering parts database --- SolidWorks PDM. Organize & maintain the R&D network shared drive. Organize & maintain RDF database --- follow up with engineers to ensure everything is up to date. Obtain receipts for card purchases & file expense reports. Organize & maintain smart sheet schedule for test loop and technician time requests. Organize & maintain excel sheet for R&D manufacturing positions. Help with organizing R&D info exchange and other events. Additional Incentives: Medical Insurance, Vision, Dental & 401K Plan Retirement Match $1,500 Uncapped Referral Bonus Free lunch provided daily On-site gym Certification and employee growth/training provided Mental Health Awareness and Wellness Weeks provided to all employees Amazing Company Culture and Ethics Company Description ANOTECH Energy provides global solutions for the energy industries. Since 2006, we have been developing our expertise in the technical fields of all energy sectors: Oil and Gas (Upstream, Midstream), Petrochemical, Nuclear, Civil & Infrastructure, Mining and Renewable Energies. With over 1000 employees, ANOTECH Energy delivers the highest standard of service throughout all stages of EPCIC (Engineering, Procurement, Construction, Installation & Commissioning) projects in over 71 countries worldwide. Our vision is to provide our Clients with a global approach meanwhile maintaining the agility to deliver local tailor-made solutions. Our ambition is to encourage and support our Employees to carry out their responsibilities with passion and excellence.

Keywords: Anotech Energy, San Jose , Administrative Specialist, Administration, Clerical , San Jose, California

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