Executive Admin III

  • Contract
  • Anywhere

Title: Executive Admin III
Location: Cupertino, CA – Hybrid – Tuesday through Thursday (sometimes needed full 5 days depending on director schedule)
Duration: 12 Months

  • Your responsibilities are to support and assist a Senior leader and their team with administrative tasks and scheduling. You will work closely with leadership, building rapport and helping the team to run efficiently.
  • This role demands heavy proactive calendar management using iCalendar and requires mastery of manipulating daily calendars, resilience, flexibility, and problem-solving abilities.
  • You will coordinate regularly with other Executives’ schedules and Admins, across organization as well as our chief of staff. With time, you will develop a good sense of priorities and leadership needs and be able to proactively anticipate scheduling accordingly.
  • You will be expected to balance and prioritize a wide range of projects and tasks simultaneously while working in a fast-paced environment, with attention to detail, accuracy and timeliness.
  • This role includes the setup up and organization of occasional larger team-wide meetings on and off campus and run day-of logistics.
  • Additionally, you will help maintain the office by ensuring that supplies are available to the teams and proactively coordinate repairs and building needs with facilities.
  • You will also be expected to submit or manage expense reports and book travel as needed

Key Qualifications:

  • Minimum of 8 years administrative experience supporting Senior Director-level or higher is required
  • Ability to thrive in a fast-paced deadline driven environment while maintaining composure under pressure
  • Possess a “can do” attitude and comfortable operating as part of a greater team comprised of a chief of staff and other administrative assistants that support one another
  • Comfortable with taking guidance from our senior leader as well as partnering with their staff for guidance on priorities and needs
  • Excellent negotiation skills and comfortable with pushing back are a big plus
  • Enjoys challenging calendar management tasks while prioritizing many competing requests with minimal guidance
  • Accustomed to problem-solve issues in a timely manner and proactively communicate decisions to appropriate individuals
  • Extremely organized and has an exceptional response rate and willingness to be available after business hours on occasion
  • Great reputation for working in a team environment and acting with integrity
  • Excellent written and verbal communication with a strong sense of professionalism
  • Ability to exercise good judgement when exposed to highly confidential information
  • Experienced at booking complicated international/domestic travel
  • Interest and creativity in building team culture and fostering a positive and productive work environment
  • Proficiency with iCalendar, Mail, Keynote, Quip, Slack, and other office systems and tools are a plus

Education & Experience:

  • Bachelors degree preferred, but not required

Please share your resume to vincent@mindsource.com and/or reach me at 650-276-3691.

Job# 23-00610

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