Executive Assistant

Adobe•San Jose, CA

46d

About The Position

Changing the world through digital experiences is what Adobe’s all about. We give everyone—from emerging artists to global brands—everything they need to design and deliver exceptional digital experiences! We’re passionate about empowering people to create beautiful and powerful images, videos, and apps, and transform how companies interact with customers across every screen. We’re on a mission to hire the very best and are committed to creating exceptional employee experiences where everyone is respected and has access to equal opportunity. We realize that new ideas can come from everywhere in the organization, and we know the next big idea could be yours! Changing the world through digital experiences is what Adobe’s all about. We give everyone, from emerging artists to global brands, everything they need to design and deliver exceptional digital experiences! We are passionate about empowering people to create beautiful and powerful images, videos, and apps, and transform how companies interact with customers across every screen. We are on a mission to hire the best and are committed to creating exceptional employee experiences where everyone is respected and has access to equal opportunity. We realize that new ideas can come from everywhere in the organization, and we know the next big idea could be yours! The CAO organization is seeking an experienced Executive Assistant to join our team! We are looking for a Strategic-Minded & Highly Proactive Executive Assistant motivated administrative professional to support Adobe’s Chief Accounting Officer and Corporate Controller. In this role, the candidate will be able to work well cross-functionally, in an efficient and confidential manner. We are a distributed team that touches most areas of Adobe’s business and operations. What you'll do Act as a trusted business partner to your Executive, understand key initiatives and priorities of the SVP’s organization, to be able to prioritize requests Proactively own the Executive's time and be a doorkeeper using judgment and discretion to ensure the SVP stays focused on key priorities Coordinate a range of meetings and events, including internal executive meetings and organization-wide trainings. Manage executive email correspondence, prioritize, sort, and process emails for communications, expediting response times and improving productivity Draft, assess, and distribute company-wide communications on behalf of the executive, as well as compose, revise, and review presentations for senior management and C-suite. Manage E2E complex travel, both domestic and international, including air travel, hotel(s), ground transportation(s), and all other travel arrangement needs Handle the executive's meeting agenda, minute-taking, and successful execution of action items Partner closely with our Strategy and Operations team/Chief of Staff to deliver best-in-class support to CC, including: Maintain internal team process governance; initiate or facilitate improvement opportunities, increasing efficiency, productivity, and action Initiate staff meeting preparation (including staff and all hands, content, documentation, logistics, tech support & catering needs) Maintain line of sight of the organization's spend by tracking of budget, POs opened, spend against POs, etc. Organize and support candidate interviews, new hires, contractors, and employees' onboarding process, working cross-functionally to ensure optimal experience Build and maintain collaboration and close partnership with the leadership team, cross-functional teams, and Executive Assistants Maintain organization charts, and other support collaterals up to date Maintain various records and documents for the CC. Handle printing/mail packages/copying, filing and email/messages as required Regularly collaborate with cross-functional Administrative & Executive Assistants and provide back up as needed Routinely perform a wide variety of additional and/or alternative support duties as assigned from time to time, including supporting other Executives as needed

Requirements

Exceptional organizational skills and attention to detail
Proven experience engaging with executives and employees across all levels (10 years+ or equivalent) within a fast-paced, dynamic, global setting
Self-starter and self-motivated, energetic, proactive, resourceful
Collaborative attitude, demonstrating strong professionalism, and capable of maintaining confidentiality and handling sensitive information with integrity.
Community-building mentality
Flexibility and exceptional ability to prioritize conflicting demands and make decisions with minimal direction
Ability to connect & executive presence, appropriately representing your SVP’s style of communication
Excellent communication (written and verbal) and interpersonal skills, ability to multitask and timely follow-through
Exceptional scheduling abilities and advanced proficiency use of Microsoft Office tools
Be forward-looking and planned in approaches
Effective consultative method for problem-solving and capability to achieve results with limited oversight
Demonstrates competence, practical approach, and effective communication skills, with executive experience and strong interpersonal abilities to engage various audiences and build relationships

Responsibilities

Act as a trusted business partner to your Executive, understand key initiatives and priorities of the SVP’s organization, to be able to prioritize requests
Proactively own the Executive's time and be a doorkeeper using judgment and discretion to ensure the SVP stays focused on key priorities
Coordinate a range of meetings and events, including internal executive meetings and organization-wide trainings.
Manage executive email correspondence, prioritize, sort, and process emails for communications, expediting response times and improving productivity
Draft, assess, and distribute company-wide communications on behalf of the executive, as well as compose, revise, and review presentations for senior management and C-suite.
Manage E2E complex travel, both domestic and international, including air travel, hotel(s), ground transportation(s), and all other travel arrangement needs
Handle the executive's meeting agenda, minute-taking, and successful execution of action items
Partner closely with our Strategy and Operations team/Chief of Staff to deliver best-in-class support to CC, including:
Maintain internal team process governance; initiate or facilitate improvement opportunities, increasing efficiency, productivity, and action
Initiate staff meeting preparation (including staff and all hands, content, documentation, logistics, tech support & catering needs)
Maintain line of sight of the organization's spend by tracking of budget, POs opened, spend against POs, etc.
Organize and support candidate interviews, new hires, contractors, and employees' onboarding process, working cross-functionally to ensure optimal experience
Build and maintain collaboration and close partnership with the leadership team, cross-functional teams, and Executive Assistants
Maintain organization charts, and other support collaterals up to date
Maintain various records and documents for the CC.
Handle printing/mail packages/copying, filing and email/messages as required
Regularly collaborate with cross-functional Administrative & Executive Assistants and provide back up as needed
Routinely perform a wide variety of additional and/or alternative support duties as assigned from time to time, including supporting other Executives as needed