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
Qualifications
Skills, Experience, Education, & Training:
A minimum of 3-5 years of administrative support experience including at least 3 years’ experience supporting executive level staff or related operational experience. A four-year college degree
Maturity to manage and maintain confidential and sensitive information
Strong communication skills, both verbal and written
Strong judgment to make decisions on administrative tasks (i.e. scheduling, prioritization)
Flexible "can-do" attitude with positive energy
A keen ability to prioritize and juggle tasks and projects
Proven dependability, reliability, and resilience
Unrivaled organization skills
Strong customer service professional presence
Works well collaborating with others; "team player"
Strong experience using the MS Office product suite including Outlook, PowerPoint, Co-pilot, Excel and Word; Claude, ChatGPT, Visio a plus
Interactions with other administrative support staff, company executives, employees
Collaboration with other administrative support staff
10% travel if requested by leaders

Skills
Excel

Employment type
Full-time

Work arrangement
No