Administrative Assistant, Director, IT Business Operations & Software Asset Management

Cisco•San Jose, CA

16h•Hybrid

About The Position

Our team is dedicated to driving operational excellence and strategic value across Cisco’s IT landscape. We oversee IT Financial and Workforce Operations, ensuring fiscal responsibility and resource alignment to support our organizational goals. Additionally, we lead Software Asset Management, optimizing our software portfolio to maximize value, ensure compliance, and streamline license utilization across the enterprise. Through collaboration and data-driven insights, we empower our partners to deliver technology solutions efficiently and effectively. In this role, you will provide support for calendaring, travel, expense reporting, and oversight of special projects, as needed. To perform these tasks successfully, you will learn the products, people, and organizational dynamics within Cisco. You will understand how to handle, with a great degree of independence, incoming asks for time, meetings, resources and other needs from the Director. You will be responsible for determining when to refer matters to others, and to whom they should be referred to. You will be responsible for following up to ensure accurate disposition, and make sure nothing falls through the cracks. You will become a core member of the Director’s team, attending monthly staff meetings and quarterly all team meetings.

Requirements

3+ years experience in an administrative environment
A minimum of one year of experience supporting a principal who was at the Sr Manager level or above
Sophisticated knowledge of Mac/Windows desktop computer applications: Outlook, Word, Excel, PowerPoint
Experience in calendar management, planning meetings and coordinating travel
Excellent verbal and written communication skills including the ability to connect with all levels of Executive/Senior staff and clients

Nice To Haves

Past work experience in the high-tech industry is desired
Prior Cisco experience preferred
Associates degree

Responsibilities

Provide support for calendaring, travel, expense reporting, and oversight of special projects, as needed
Handle, with a great degree of independence, incoming asks for time, meetings, resources and other needs from the Director
Determine when to refer matters to others, and to whom they should be referred to
Follow up to ensure accurate disposition of referred matters
Attend monthly staff meetings and quarterly all team meetings
Handle Director’s calendar by prioritizing schedules and meetings
Decide who gets on the principal’s calendar, which meetings are attended, and who can attend in their place
Assist Director in planning and coordinating meetings
Be responsible for the assembling of the agenda, location, meeting technology (WebEx, TP) based upon participant needs, and all other meeting logistics
Prepare meeting briefing documents by taking and disseminating notes and formulating post meeting action item lists
Support Director by acting as proxy for communications and approvals as authorized
Answer general questions as needed and refer routine matters to appropriate parties, following up to ensure accurate completion
Make travel arrangements for the Director
Carefully consider and decide the optimum travel arrangements and itinerary for calendared meetings while handling Cisco expenses
Provide analytical support to assist Director on special projects
Research issues, analyze problems, compile data, and prepare reports
Deal professionally with sensitive and confidential matters and materials

Benefits

Medical insurance
Dental insurance
Vision insurance
401(k) plan with a Cisco matching contribution
Paid parental leave
Short and long-term disability coverage
Basic life insurance
Grants of Cisco restricted stock units, which vest following continued employment with Cisco for defined periods of time
10 paid holidays per full calendar year
1 floating holiday for non-exempt employees
1 paid day off for employee’s birthday
Paid year-end holiday shutdown
4 paid days off for personal wellness determined by Cisco
16 days of paid vacation time per full calendar year for non-exempt employees, accrued at rate of 4.92 hours per pay period for full-time employees
Flexible vacation time off program for exempt employees, which has no defined limit on how much vacation time eligible employees may use (subject to availability and some business limitations)
80 hours of sick time off provided on hire date and each January 1st thereafter
Up to 80 hours of unused sick time carried forward from one calendar year to the next
Additional paid time away may be requested to deal with critical or emergency issues for family members
Optional 10 paid days per full calendar year to volunteer
Annual bonuses for non-sales roles
Performance-based incentive pay on top of their base salary for sales plans, which is split between quota and non-quota components