Executive Assistant

NetApp•San Jose, CA

10d

About The Position

We are looking for an experienced Executive Assistant who will act as a force multiplier for a senior leader within Integrated Product and Portfolio Marketing. In addition to providing exceptional executive support, you will help drive operational excellence across the organization by coordinating leadership activities, managing key processes and priorities, tracking progress against commitments, and facilitating effective communication across stakeholders. This role requires a unique blend of administrative expertise, business acumen, project coordination, and relationship management. The successful candidate is proactive, highly organized, and comfortable operating independently while partnering closely with senior leaders to keep the team aligned, informed, and focused on what matters most.

Requirements

7+ years of administrative experience supporting a VP, ideally in fast-paced technology or software environments
Proven ability to execute administrative tasks with discretion, accuracy, and attention to detail
Proactive, solutions-oriented mindset
Strong written and verbal communication skills focused on clarity and follow-through
Ability to partner effectively with senior leaders and external stakeholders
Proficiency with Microsoft Office, Outlook calendaring, Zoom, and audio/visual conferencing tools
Intermediate project management experience with ability to work under pressure and meet deadlines
Experience supporting budgets and event planning
Bachelor’s degree or equivalent relevant experience
Customer-centric approach
Agility and flexibility in dynamic, fast-changing environments
Willingness to continuously learn and take on new challenges
Strong collaboration skills with confidence to suggest process improvements
Sound judgment, ability to influence others, and comfort navigating ambiguity

Responsibilities

Manage day‑to‑day calendars to optimize the executive’s time and ensure preparedness for meetings and key priorities
Coordinate internal and external meetings, including team meetings, staff meetings, all‑hands, off‑sites, and one‑on‑ones
Organize business‑related meetings, including catering, materials, and logistics
Arrange domestic and international travel in alignment with company travel policies, including visas, documentation, and cost considerations
Verify and approve transactions on behalf of the executive
Ensure timely submission of expenses and review/provide feedback on expense reports for the executive and their direct reports
Collaborate on special projects and serve as a key point of contact to ensure departmental goals, milestones, and initiatives align with organization priorities
Track progress, follow up on deadlines, and provide reminders on key deliverables
Proactively manage calendar priorities
Support leadership meetings by taking notes and tracking action items
Adapt to evolving business processes and understand the relevance of performance metrics
Support budget tracking, bill payment, and the ordering and maintenance of supplies and equipment
Act as a gatekeeper for inquiries from customers, employees, senior leaders, and visitors, triaging requests and coordinating next steps
Maintain a strong “pulse of the team,” staying attuned to organizational priorities and emerging issues
Support onboarding of new employees and training of new team members