Title: Senior Administrator
Location: Palo Alto, CA
Duration: 6+ Months
Roles and responsibilities
Administrative support to 1 SVP, 2 Vice Presidents, and 2 Senior Directors. Also, 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
Description :
Administrative support and coordination duties will include, but are not limited to the following:
• 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
Support provided to team members
• 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
• Provide backup assistance to other administrative support team members as needed
Be available when members of the team are traveling to take messages and communicate requests
