Executive Assistant AI Business Unit

NetApp, Inc.•San Jose, CA

About The Position

The AI Business Unit team is seeking a highly organized, proactive, and resourceful Executive Assistant to provide strategic and administrative support to multiple VPs. The role supports efficient operations and coordination of activities, serving as a trusted partner in managing priorities, driving operational excellence, and enabling organizational effectiveness. The ideal candidate thrives in a fast-paced, dynamic environment, exercises sound judgment, and demonstrates exceptional attention to detail. The position involves managing complex calendars, coordinating executive communications, planning meetings and events, and facilitating collaboration across global stakeholders.

Requirements

Excellent organizational and time-management skills.
Strong written and verbal communication abilities.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to handle confidential information with discretion.
Strong problem-solving skills and attention to detail.
Ability to work independently and as part of a team.
High level of professionalism and integrity.
Strong interpersonal skills and ability to build relationships with stakeholders.
Adaptability and ability to manage multiple priorities in a fast-paced environment.
Proactive and resourceful approach with a positive attitude.
Minimum of 5 years of experience as an Executive Assistant.
A bachelor’s degree in business administration, communications, or a related field is preferred.
Occasional evening or weekend work may be required, and some travel may be necessary.

Nice To Haves

Experience supporting a C-level executive, ideally in a fast-paced environment.
Bachelor’s degree in business administration, communications, or a related field.

Responsibilities

Manage and maintain executives’ calendars by scheduling appointments, meetings, and travel.
Coordinate and organize meetings and weekly staff meetings, including preparing agendas, taking minutes, and following up on action items.
Serve as a trusted liaison between executives and internal and external stakeholders.
Act as the primary point of contact for internal and external communications; screen and prioritize incoming emails, draft and edit communications, and manage follow-ups.
Organize and maintain files, documents, and processes, including SharePoints and relevant systems.
Conduct research and gather information to support executive decision-making.
Arrange travel itineraries, including flights, accommodations, and transportation, and promptly address and resolve travel-related issues.
Monitor and manage executive budgets and expenses; prepare and process travel expense reports accurately, maintain expense records, and ensure expenses are within budget.
Track progress and ensure deadlines are met.
Plan and coordinate events, conferences, and other activities as required.