Sr Administrative Assistant

We are seeking an upbeat energetic individual to provide executive support for two VP members of CIO staff at our corporate headquarters in Sunnyvale, CA.

Roles & Responsibilities:

• Calendar Management: Full calendar management (calendar owner), includes scheduling all meetings (internal/external), resolving conflicts, accepts meetings, maintains and manages executives’ calendar to be current and up to date

  • Schedule meetings, appointments and travel worldwide

  • Collects and provides prep in advance for exec which includes agendas, objectives, reports and materials.

  • Collect/produce reports as needed by VPs

• Meetings/Events/Offsites Management: Coordinate meetings, events, and off-sites including but not limited to:

  • Assist in the planning process as requested – agenda prep and dissemination, Zoom set-up, scheduling, etc.

  • Preps/provides exec with consistent meeting reminders and details for each meeting

  • Attend exec leadership meetings – assist/runs meeting agenda, takes action items, meeting notes, and meeting timekeeper

  • Ensure meeting room and Zoom are set up as planned prior to meeting, ensure IT/Equipment fit meeting requirements, assisting with start of meeting includes turning on equipment, starting Zoom/conference call connection, ensuring participants are in attendance

  • Arranging all hands meetings

  • Order food, secure locations and set up, secure equipment resources needed, coordinate hotel and transportation services.

  • Facilitate transitions between contacts and greet guests as appropriate

  • Maintaining meeting minutes and action items follow up lists.

• Relationship building and Communication: Develop a solid understanding of the complex, global environment and be able to credibly interact with individuals inside and outside of the company

  • Screen email correspondence, mail and telephone calls; review, route and respond to inquiries as appropriate

  • Understand executive and senior leadership communication preferences

  • Integrate with the IT organization, be part of the team, know everyone’s name. Build awareness of IT operations, key leadership roles to better support executive schedules, priorities, etc.

  • Build trusted relationships with entire Executive Admin team and be an integral member of the community, ensuring effective collaboration and cross functional scheduling and logistics are coordinated.

• Travel Management: Full travel management/planning including research options and book flights, car, hotel, passport/visa(s), entertainment/dinners and ensure all itineraries and details are added to exec calendars/schedules

• Other Responsibilities as Assigned: Complete other administrative duties or projects as needed or assigned, including but not limited to:

  • Manage highly confidential and sensitive information with integrity and professionalism

  • Complete expense reports and/or check requests, process invoices.

  • Review Purchase Orders and track project expenses.

  • Faxing, copying, FedEx, filing, order supplies, print/collate/binder,

  • Coordinate with IT on printer/copier maintenance and paper supplies.

  • Arrange for signatures, notaries, vendor background checks as necessary.

  • Maintain distribution lists

  • Create and maintain org charts

  • Assist with passport and visas as needed

  • Support recruiters with interview schedules

  • Manage vacation schedules

  • Order office supplies/equipment for org where needed

  • Candidate interviews/travel if needed

  • Special projects (Prepares PowerPoints, Reports, Research, Analytics etc.)

  • Backfill other IT exec admins as needed