Administrative Assistant

Position: Administrative Assistant

Location: Santa Clara, CA- Onsite

Experience: 7 years

Contract: W2

Job description:

Key Responsibilities

• Provide high level administrative support to leaders within a complex, global organization.

• Manage complex and frequently changing calendars across multiple time zones, balancing competing priorities with accuracy and professionalism.

• Anticipate shifting business needs and proactively adjust schedules, meetings, and logistics in real time.

• Serve as a backup to an Executive Assistant, stepping in seamlessly during absences or periods of high demand.

• Coordinate meetings, prepare agendas and materials, and communicate follow ups to ensure alignment and completion of action items.

• Arrange domestic and international travel, including itineraries, accommodations, and related logistics.

• Prepare, submit, and track executive expense reports in a timely and accurate manner, ensuring compliance with company policies and resolving discrepancies as needed.

• Act as a trusted point of contact, handling sensitive and confidential information with discretion.

• Build and maintain strong working relationships with executives, stakeholders, and administrative partners across regions and functions.

• Support internal communications, special projects, and ad hoc requests as needed.

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Required Qualifications

• Proven experience as an Administrative Assistant or Executive Assistant in a fast paced, complex global or matrixed environment.

• Ability and willingness to work on site to provide in person administrative and executive support.

• Excellent written and verbal communication skills.

• Strong interpersonal skills with the ability to collaborate effectively and navigate diverse working styles.

• Demonstrated ability to manage constant change, time sensitive priorities, and competing demands with composure.

• Highly efficient, detail oriented, and able to multitask without sacrificing accuracy or quality.

• Strong organizational, time management, and problem-solving skills.

• Ability to work independently while exercising sound judgment and discretion.

• Advanced proficiency in Microsoft Office tools, including Outlook, Teams, Word, Excel, PowerPoint, and Microsoft Copilot; experience leveraging Copilot or other AI enabled productivity tools to improve efficiency is preferred.