Administrative Support IV

Applied Materials•Santa Clara, CA

18h

About The Position

Applied Materials is the global leader in materials science and engineering solutions that underpin semiconductor chips and advanced displays. Its Photonics Platforms Business Unit (PPB) develops and commercializes nano-photonic devices for augmented reality applications and operates as a rapidly growing startup within Applied Materials. As Administrative Support IV, you will support senior PPB leaders, including the VP of Engineering, and serve as the business unit’s primary administrative resource, including for customer and VIP visits. You will coordinate closely with the GM’s Executive Administrator to provide consistent, scalable support. The role is fast-paced and calls for 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.
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 mindset and ability to support multiple leaders simultaneously.
High level of discretion, integrity, and professionalism.

Nice To Haves

Experience in the technology sector.
Concur experience.

Responsibilities

Maintain complex, frequently changing calendars for multiple senior leaders; prioritize requests and proactively resolve conflicts.
Arrange on-site and off-site meetings, video conferences, and conference calls, and ensure leaders have necessary materials, briefings, and logistics.
Screen calls and requests and handle issues on behalf of supported leaders when 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 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 office 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 company policies.
Serve as a central contact for administrative requests across PPB, 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; prioritize competing requests and anticipate leaders’ needs.
Act as a resource for peers and provide informal guidance to other administrative staff.