4 days ago
🇺🇸 United States – Remote
🗽 H1B Visa Sponsor
• Administrative support to 1 SVP, 2 Vice Presidents, and 2 Senior Directors. • Admin support to Data Platform Leadership Team. • Independently manage the daily workflow of Executives, all aspects of the calendar, scheduling meetings and video conferences. • Weekly & Monthly meetings with Leadership Direct Reports & Quarterly All Hands Meeting. • Support additional Leadership Team members in Data Platform – such as Architects, TPM, and Managers. • Manage complex & constantly changing business calendars using Outlook. • Handle multiple tasks/projects concurrently with tight deadlines. • Support ad hoc projects, including ordering lunches, conference room reservation, video conferencing calls, ordering department supplies, and arranging offsite events post-Covid. • Coordinate and manage group events or functions within the Data Platform team as well as other internal teams. • Travel set-up including flight and hotel bookings, expense reconciliation, obtaining necessary visas for international travel, filling out travel forms, invitation letters, arranging transportation, etc. post COVID. • Actively managing 3-4 Vice Presidents and Senior Directors within the Data Platform. In addition to basic scheduling functions, also anticipating and prioritizing their scheduling needs to be based on deadlines and deliverables. • Establish and maintain effective and cooperative professional business relationships with all levels of management, other admins, employees, and outside companies. • Proactively managing and coordinating recurring and ongoing activities that involve the leaders of the Data Platform organization, including all-hands meetings, department leadership team meetings, organization chart, time off the calendar, and other activities that require participation across the department leadership team. • Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately. • Proofreading and formatting business documents or broad communications for overall professional writing style and proper grammar. • Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets, and documents in support of team activities. • Converting concepts and ideas from discussions into presentation materials that can be used to analyze information or make business decisions. • Effective in-person, phone & email presence. • Act as the first contact for VPs and Senior Directors and play the role of liaison, problem solver, and facilitator – to prioritize executive’s time and activities. • Ability to prepare and effectively manage interactions with the VPs and Senior Directors. • Ability to decline quickly, simply, and professionally. • Understand the organization and how to “get things done timely and properly”. • Effectively and successfully respond to problem situations. • Ability to organize and prioritize across competing priorities. • Prepare “week ahead,” and “day ahead” briefings. • Successfully track open issues and follow-up on items that require closure. • Ability to manage high volume email and synthesize actions needed. • Ability to act quickly, seamlessly, and professionally. • Prepare meeting materials including assisting with the creation of the presentation, handouts, and other related materials as well as printing, binding, and collating of materials. • Coordinate conference/meeting room set-up, order catering, and make logistical arrangements; Coordination of high-level meetings and events involving multiple external participants. • Coordinate complex domestic and international travel requirements (itineraries, clients, logistics, etc.). • Heavy electronic filing, expense reporting & record keeping. • General working hours in office 8:00 am – 5:00 pm. • Demonstrate comfort with a purchase card, occasional Purchase Order & Invoice support. • Coordinate/Organize visitor meetings – IDs, rooms, refreshments, meet and greet, provide logistics/guidance to getting to building etc. • Coordinate catering for the Palo Alto site (300 employees). • Work with other administrators in a cooperative way while representing our team – in a manner that is consistent with the professional image of Data Platform. • Management and procurement of supplies. • Provide support to interns/contractors/consultants as needed. • Coordinate setup up of new employees and office space as needed.
• Proficient and an expert in Outlook, Microsoft Teams, Skype. • Ability to prioritize and juggle multiple tasks and ensuring that tasks are completed by the deadline given. • Experience working in a fast-paced environment, preferably in tech or start-up with an organization of more than 300 employees. • Excellent verbal and written communication. Professional and with discretion. • Coordinate and manage group events or functions within the Data Platform team as well as other internal teams. • Knowledge and experience in Photoshop.
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