Administrative Assistant

Overview

The Administrative Assistant will support multiple manager calendars, as well as provide excellent, comprehensive administrative and operational support to the various teams. The highly motivated, customer-centric candidate will be responsible for general administrative tasks. In this role, you will coordinate between multiple team leads and their respective groups and cross-functional partners. This role is for a highly organized, resourceful, and adaptable team player, who is both creative and results oriented and has a passion for helping teams run smoothly. This position requires a tenacious self-starter with experience in an administrative assistant role within a dynamic high tech environment.

Responsibilities will include but are not limited to:

• Assist in heavy calendar management, demonstrating flexibility and problem-solving abilities, prioritize schedules including last-minute changes.
• Liaise with executive admins to coordinate scheduling of key leadership meetings and scheduling between multiple senior leads, their teams and cross functional partners.
• Arrange domestic and international travel and process expense reports as needed.
• Supporting all administrative activities for the team.
• Assist with coordination and communication of on-site team meetings and events, including room reservations, catering, team building events, workshops and off-sites.

Minimum Qualifications:

• Experience with calendar management, complex travel arrangements, expense reports, and facilities requests.
• Proficiency with office tools like Calendar, Mail, Keynote, Quip, Slack, etc.
• Experience working with / understanding the needs of creative organizations.
• Experience collaborating with distributed teams — the role will be primarily working with teams across Cupertino, Culver City, and New York — as well as stakeholders across EMEA and APAC timezones.
• Comfortable operating as part of a greater team of administrative assistants that support one another.
• Strong attention to detail and accuracy.
• Works effectively with minimal guidance and supervision.

Key Qualifications:

• 4+ years experience supporting Sr Manager level or higher discipline leads and/or cross-functional teams in an administrative / coordination capacity.
• Able to work autonomously with a strong work ethic and handle sensitive and confidential information with integrity and discretion.
• Excellent written and verbal communication skills and a strong sense of professionalism.
• Proven track record of meeting deadlines and taking initiative to make confident, well-informed decisions.
• Ability to notice trends and anticipate needs and changes, and react accordingly with a calm demeanor.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Strong interpersonal skills and ability to build relationships cross-functionally.
• Possess a “can-do” attitude — no task is too big or too small.
• Ability to handle conflict appropriately, and know when to escalate issues and when to apply common sense.
• Interest in project management and team culture building.
• Consistently adapts/improves their processes to get things done more effectively.

Education:

• Bachelor’s degree or equivalent experience.