Administrative Assistant 5

Adobe•San Jose, CA

1d•Onsite

About The Position

Our Company Changing the world through digital experiences is what Adobe’s all about. We give everyone—from emerging artists to global brands—everything they need to design and deliver exceptional digital experiences! We’re passionate about empowering people to create beautiful and powerful images, videos, and apps, and transform how companies interact with customers across every screen. We’re on a mission to hire the very best and are committed to creating exceptional employee experiences where everyone is respected and has access to equal opportunity. We realize that new ideas can come from everywhere in the organization, and we know the next big idea could be yours! The Opportunity: Adobe Advertising is a dedicated team inside Adobe that oversees ad products that lets marketing teams quickly plan, create, manage, activate and measure paid media execution. We’re a fast-moving team and are seeking a seasoned executive assistant to help us keep our house in order, be accountable for our action items, and ensure we achieve success. In this role you’ll help drive the Adobe business by: Owning the Go-To-Market leadership team’s operating rhythm, orchestrating meeting outcomes and success, managing global time zones, staying one step ahead, and ensuring deliverables are met. Supporting two Sr. Directors and two Directors with administrative tasks including calendaring, expenses, event planning, and travel planning. Supporting project-based work to help us achieve our business objectives. This includes coordinating with broader Adobe initiatives for Advertising, planning team events to boost employee engagement, and prioritizing vendor interactions.

Requirements

5+ years of experience as Administrative Assistant within a high-tech organization
Advanced proficiency in Microsoft Office (Outlook, OneNote, Word, Excel, PowerPoint, and Teams), Slack, and familiarity with Concur or other expense-reporting software.
Ability to remain flexible, embrace change and manage uncertainty, all while thriving in fast-paced environment.
Time management skills with excellent planning and organizational capabilities and the ability to carefully review details and ensure accuracy.
Demonstrated capacity to work autonomously, handle complex assignments, and show initiative and follow-through.
Great teammate with strong interpersonal skills, develops & preserves positive relationships across org(s).
Able to apply the utmost discretion when dealing with sensitive and confidential material.
Bachelor’s Degree or equivalent work experience

Responsibilities

Executive calendar and meeting management – maintain multiple executives’ complex calendars, coordinate meetings, conference rooms, catering and other logistics as necessary.
Be responsive to key external and internal partners, with contact outside normal business hours for time-sensitive situations (e.g., sales deal cycles, customer meetings & speaking appearances).
Arrange corporate travel and meetings by developing itineraries and agendas, booking transportation and arranging hotels and meeting rooms – domestic & international.
Process business expense reimbursement requests, invoices, and manage POs.
Ad-hoc requests to support the team, including All Hands planning, offsite event planning/coordination, external meetings, escorting guests onsite & team building activities.
Work across many internal groups including, exec comms/PR, event coordinators, research/engineering, product, marketing, legal, strategy & ops.
Lead certain strategic and operational projects for the team, e.g., planning and prioritization from an organizational standpoint, cross-org calendars, resource allocation, managing meeting decision follow-ups, partner with finance on BU spend management, etc.
Participate or lead special projects, as appropriate.
Coordinate assistance with office space, equipment, software, office-related matters, and events.
Be onsite, in office regularly and able to assist with in person needs and tasks.
Ability to travel occasionally to provide on-site support at team offsite events.
Manage team access to shared databases (SharePoint, Wiki, etc).
Regularly collaborate with cross-functional Administrative & Executive Assistants.