Administrative Support IV

Applied Materials • Santa Clara, CA

1d • $40 - $55

About The Position

Applied Materials’ Photonics Platforms Business Unit (PPB) is pioneering the development and commercialization of novel nano-photonic devices for augmented reality applications. PPB operates like a startup within Applied Materials and is growing rapidly.

As Administrative Support IV, you will support senior PPB leaders, including the VP of Engineering, and serve as the business unit’s go-to administrative resource, including for customer and VIP visits. You will work closely with the GM’s Executive Administrator to keep support consistent and scalable across PPB. This fast-paced role requires strong organization, polished communication, sound judgment, and discretion.

Requirements

• High school diploma or GED.
• At least 7 years of administrative experience, including support for Director- or VP-level leaders; ideally in the technology sector.
• Proven ability to thrive in a fast-paced, high-growth environment.
• In-depth knowledge of administrative processes and ability to handle complex tasks independently.
• Understanding of how the team works with other functions to support business objectives.
• Sound judgment to solve moderately complex and unusual problems, adapting existing procedures when needed.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills and ability to work effectively with senior leaders, customers, and cross-functional partners.
• Advanced Microsoft 365 skills, including Outlook, Teams, Excel, PowerPoint, and SharePoint.
• Proactive, resourceful approach and ability to support multiple leaders simultaneously.
• High level of discretion, integrity, and professionalism.

Nice To Haves

• Concur experience.
• Technology-sector administrative experience.

Responsibilities

• Maintain complex, frequently changing calendars for multiple senior leaders; prioritize requests and proactively resolve conflicts.
• Set up on-site and off-site meetings, video conferences, and conference calls.
• Ensure leaders are prepared for engagements by organizing materials, briefings, and logistics.
• Screen calls and requests and handle issues directly on behalf of supported leaders, as authorized.
• Prepare and proofread letters, memos, reports, and presentation materials, selecting effective formats for charts and presentations.
• Draft and manage correspondence professionally, tactfully, and with cultural awareness.
• Serve as a point of contact between supported leaders and internal and external stakeholders.
• Coordinate customer, partner, and VIP visits, including agendas, badging, NDAs, rooms, catering, demonstrations, and lab tours.
• Support logistics for leadership offsites, conferences, award ceremonies, team events, and moves.
• Arrange domestic and international travel through Corporate Travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Process expense reports and purchase requests promptly and in accordance with Applied policies.
• Serve as a central contact for PPB administrative requests, including new-hire onboarding support, office space, and supplies.
• Run reports, conduct research and data analysis, and ensure data accuracy.
• Create and improve departmental procedures, templates, and documentation.
• Coordinate special projects and ensure deadlines are met.
• Handle sensitive information with discretion and professionalism.
• Use sound judgment to prioritize competing requests from multiple leaders and anticipate their needs.
• Act as a resource for peers and provide informal guidance to other administrative staff.

Benefits

• Comprehensive benefits package.
• Potential eligibility for a bonus program and stock award program, as applicable.
• Supportive work culture that encourages learning, development, and career growth.
• Programs and support for employee health, wellbeing, and personal and professional growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED