Executive Assistant, Global Operations (P-4271)

We are seeking an Executive Assistant for the Global Operations organization. As an Executive Assistant, you will provide high-level administrative support to our senior leaders.

Your role will encompass managing complex schedules, coordinating meetings and group events, and handling sensitive information with discretion.

You will anticipate the needs of our Global Operations leaders and team, help them stay focused, resolve issues before they arise, and go the extra mile.

The ideal candidate is adept at managing multiple priorities and can communicate with all levels within the organization.

Individuals applying for this position must be self-starters, passionate, energetic, agile, and organized in performing a full range of administrative and executive supportive duties.

If your skills, experience, and qualifications match those in this job overview, do not delay your application.

What you will be doing :

• Primarily supports and is the dedicated Executive Assistant to the SVP, Global Operations
• Serves as the primary point of contact between senior leaders and internal / external stakeholders, maintaining professionalism and confidentiality
• Manages senior leaders' calendars, schedules appointments, and coordinates meetings, ensuring optimal time management
• Supports approximately 8 Global Operations Executives and Global Operations team members
• Collaborates closely with the executive administration team to support company-wide projects and events, ensuring seamless coordination of logistics all while maintaining confidentiality and integrity in all interactions
• Prepares and edits documents, reports, and presentations
• Handles incoming correspondence and communications, prioritizing and responding as necessary
• Arranges domestic and international travel itineraries, accommodations, logistics, and passports and travel visa requirements
• Assists in planning and organizing corporate events, training sessions, and conferences
• Facilitates effective communication within the senior leadership team and across departments
• Assists senior leaders in managing special projects and initiatives, ensuring they are executed efficiently and on schedule
• Processes expense reports, monitors budgets, and maintains financial records for senior leaders
• Provides candidate support for potential employees as they move through the interview process
• Helps drive and support the Global Operations team culture as part of the larger company culture to help create a supportive environment at 10x

Minimum Requirements :

• 7-10 years of administrative experience
• Bachelor's degree in Business Administration, Office Management, or a related field, or equivalent combination of relevant education and experience
• Proven experience as an executive assistant or a similar administrative role in a fast-paced, high-tech environment
• Exceptional organizational skills and meticulous attention to detail
• Strong written and verbal communication skills
• Highly proficient in G-Suite, Microsoft Office, and DocuSign
• Self-starter with the ability to work independently and collaboratively within a team
• Ability to multitask and prioritize competing demands in a rapidly changing environment
• Work onsite five days per week in Pleasanton, CA
• Demonstrated ability to handle confidential information with discretion and integrity

Preferred Skills and Experience :

• Experience working with international teams
• Life Science / Biotechnology / Medical Device industry experience
• Passion for the Life Sciences industry

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