Executive Admin III

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

• 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