Administrative Assistant, Find My

Apple • Cupertino, CA

3h • Hybrid

About The Position

We are seeking a highly strategic, autonomous, and resourceful Administrative
Assistant to provide executive-level strategic partnership and comprehensive
operational leadership for one or more directors and their teams within the Find
My team. This role operates in a rapidly evolving, start-up-like environment
within a larger organization, demanding a proactive, scrappy, and flexible
approach. Our ideal candidate will anticipate needs, drive solutions
independently, and navigate ambiguity with confidence. You are an analytical
problem-solver who thrives on optimizing workflows, managing complex, competing
priorities, and ensuring seamless, efficient daily operations while directly
contributing to the strategic goals of the group. You will leverage exceptional
communication and collaboration skills to influence and partner effectively
across multiple teams, levels, and locations, often acting as a key operational
leader.

DESCRIPTION

This role operates with significant autonomy, independently leading and
executing complex operational initiatives across the Find My team. In this
hybrid role, you will not only provide advanced administrative support but also
proactively identify opportunities for process improvement, drive strategic
projects, and manage critical issues with a high degree of ownership and
urgency. You will be instrumental in shaping and enhancing the employee
experience through the consistent delivery of exceptional operational and
facilities support, often designing and implementing new solutions to meet the
evolving needs of a dynamic, start-up-like group. Your ability to be resourceful
and adaptable will be key to success in this fast-paced environment.
Responsibilities include: Team Support: Knowledgeable and collaborative first
point of contact for the team. This role requires onsite presence in the office
and will mirror the team’s expectations of Monday through Thursday in office.
Leadership Support: Calendar management for multiple senior leaders, book
intricate travel arrangements, and submit expense reports. Purchasing: Order and
track equipment for new hires and existing employees, initiate purchase orders,
and other ad-hoc requests. Office Oversight: Submit facilities requests; liaise
with key facilities contacts and support staff; oversee office relationships
including vendor, janitorial, food/beverage service and purchase orders,
internal security and others; act as project manager on behalf of the business
unit. Space Planning: Create and execute org-wide space strategies, track
utilization of existing portfolio and incoming needs, and ensure maintenance of
seat assignments across all sites. Event Planning: Organize, plan and execute
large scale meetings and team events such as all team meetings, off-sites, and
social events. Admin Peer Support: Work collaboratively with our existing admin
team both daily and throughout long-term projects; provide backup support to
peers as needed.

Requirements

• 5+ years of administrative or executive assistant experience, supporting director-level or higher in a high-tech environment.
• Ability to be in office Monday through Thursday
• Experience in heavy calendar management.
• A passion for creating and maintaining an overall positive employee experience through ongoing operational and facilities support.
• Exceptional organization, time management, and prioritization skills.
• Demonstrates strong foresight; anticipates challenges and opportunities and acts proactively before issues arise.
• Attention to detail, excellent follow through, ability to remain agile and multi-task effectively in a fast paced environment.
• Flexible and able to adapt to quickly changing environments.

Nice To Haves

• Capable of prioritizing a high volume of tasks and duties.
• Motivated self starter able to self-manage through a variety of projects at any given time.
• Strong interpersonal and communication skills, with the ability to build relationships across departments, work collaboratively, and manage conflict constructively.

Responsibilities

• Knowledgeable and collaborative first point of contact for the team.
• Calendar management for multiple senior leaders, book intricate travel arrangements, and submit expense reports.
• Order and track equipment for new hires and existing employees, initiate purchase orders, and other ad-hoc requests.
• Submit facilities requests; liaise with key facilities contacts and support staff; oversee office relationships including vendor, janitorial, food/beverage service and purchase orders, internal security and others; act as project manager on behalf of the business unit.
• Create and execute org-wide space strategies, track utilization of existing portfolio and incoming needs, and ensure maintenance of seat assignments across all sites.
• Organize, plan and execute large scale meetings and team events such as all team meetings, off-sites, and social events.
• Work collaboratively with our existing admin team both daily and throughout long-term projects; provide backup support to peers as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed