Administrative Assistant

Administrative Assistant

Duties :

Global Business Services (GBS) is seeking a highly organized and experienced Administrative Assistant to support two (2) Vice Presidents VP of Global Sourcing and VP of Global Workplace Services and Real Estate.

This is a primarily remote role based in Northern or Central California, however may require travel into Santa Clara office for specific events / meetings as requested by the VPs.

What you get to do in this role :

• Calendar Management : Oversee complex calendars, coordinate meetings and travel arrangements for 2 VPs.
• Communication : Serve as the point of contact for internal and external stakeholders, screening and directing inquiries appropriately.
• Meeting Coordination : Support preparing agendas and scheduling logistics for activities for quarterly team offsites (in-person or virtual events). Some travel.
• Travel Coordination : Arrange domestic and / or international travel itineraries, accommodations, and logistics.
• Expense Management : Process expense reports and ensure compliance with policies.
• Team Support : Collaborate with the Chief of Staff and Executive Assistant reporting to the Chief Procurement Officer to ensure seamless support across the organization.
• Ad hoc Tasks : Handle additional tasks and responsibilities as assigned by the 2 VPs.

In order to qualify for and be successful in this role, you should have :

• Proven experience (minimum 5 years) as an assistant supporting VP-level executives.
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom and Concur.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines with urgency.
• Excellent verbal and written communication skills.
• Discretion and confidentiality in handling sensitive information and activities.
• Ability to anticipate needs, think critically, and offer solutions to challenges.
• Flexibility and adaptability to changing priorities and business needs.
• Positive and personable can-do attitude.

Managers Note :

Based on the job description, what are the must have non-negotiable items that a candidate must have to be successful in this role?

Given this is supporting 2 at the VP level, the job description lists the minimum requirements.

What backgrounds / skills can we be more flexible with that can be learned on the job?

Experience in listed tools / applications (e.g., Concur, Teams, etc) is a plus but can be learned on the job

Does this position require to sit onsite or travel? If yes, which days of the week?

We are seeking an individual who will primarily be remote based in Northern or Central California, however flexible to travel into San Diego office for specific events / meetings as requested by the VPs.

Days could vary but would be notified in advance.

Does this person have to work in a specific time zone? (e.g. - If a person on the East Coast can work PST, is that ok?)

Must be PST / West Coast

Does this position have the opportunity to extend beyond the initial contract or convert to FTE?

As of now, yes to conversion but dependent on 2025 financial planning cycle

Is there a specific laptop that needs to be used for this role (i.e. - Mac or Windows)?

Windows preferred

Pay Rate Range :

$ 35-40.53 / hr

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