Administrative Assistant, Sr. Directors, IT.

Application window is expected to close on 6 / 30 / 2024

Candidate must be available to be in office in San Jose, CA.

What You'll Do

You will be extremely forward-thinking with a professional and approachable demeanor in all interactions; possess outstanding communication skills with all levels of staff, executives, customers, vendors; and good judgment.

• Calendar Management : Handles Directors' calendar by prioritizing schedules and meetings. You may decide who gets on the principal’s calendar, which meetings are attended, and who can attend in their place.
• Event Speaking Engagement Coordination : Handles a running list of Directors' engagements and works closely with communications team to ensure content needs are understood and set in motion so VP is prepared for each engagement.
• Meeting Planning and Organization : Assists Directors in planning and organizing meetings by being responsible for the assembling of the agenda, location, meeting technology based upon participant needs, and all other meeting logistics.

May further prepare meeting briefing documents by taking and disseminating notes and formulating post meeting action item list.

Travel Briefing Preparation : Build travel packs for international trips as well as large domestic events such as Cisco Live, etc.

This work includes combining all event information in addition to coordinated logistics of travel and also customer / team asks.

Correspondence / Approvals : Supports Directors by acting as proxy for communications and approvals as authorized. Answers general questions as needed and refers routine matters to appropriate parties and follows up to ensure accurate completion.

Takes the initiative to resolve issues within specified policies and guidelines and provides mentoring to administrative community members on problem solving.

Figures out when executive action is required and supplies a recommendation where appropriate.

Travel : Responsible for making travel arrangements for Directors. Carefully considers and decides the optimum travel arrangements and itinerary for calendared meetings while handling Cisco expenses.

Works diligently to go above and beyond, working with the airlines directly to accommodate Global Services benefits for upgrades whenever they are available.

• Special Projects : Provides analytical support to assist executives on special projects. Research issues, analyzes problems, compiles data, and prepares reports.
• Large Corporate Events : Prepare and brief itinerary as well as accompany Directors for large Corporate Events such as GSX, where EA's are used for executive support.
• Confidentiality : Candidate will deal professionally with sensitive and confidential matters and materials.

Who You'll Work With

You will work with a dynamic team of leaders in the Supply Chain IT organization.

Who You Are

You have experience providing support at the Director level. You take initiative, can handle a full desk with ease and thrive in a lively environment.

Requirements

• 4+ years’ experience in administrative environment. A minimum of 2 years of experience supporting a principal who was at the director level or above.
• Experience in planning meetings and coordinating travel.
• Expert level knowledge of Windows desktop computer applications : Outlook, Word, Excel, PowerPoint.

Preferred Qualifications

• Associates degree
30+ days ago