Executive Assistant

Apple

11h

About The Position

Apple is where individual imaginations gather together, committing to the values that lead to great work. Every new product we build, service we create, or Apple Store experience we deliver is the result of us making each other’s ideas stronger. That happens because every one of us shares a belief that we can make something wonderful and share it with the world, changing lives for the better. It’s the diversity of our people and their thinking that inspires the innovation that runs through everything we do. When we bring everybody in, we can do the best work of our lives. Here, you’ll do more than join something — you’ll add something. IS&T Team is searching for a Team Administrative Assistant who has a can-do attitude, is flexible, and is a thoughtful problem solver with minimal supervision. The ideal candidate will efficiently support leaders and teams and thrive in a fast-paced environment. This individual will handle calendaring, manage office spaces, order equipment, ad-hoc requests, team building & events and more. Will work closely with other Team Admins, finance, facilities, Space Planning personnel to complete tasks. Passion for helping others is a must! You will provide executive support to leaders in IS&T. The ideal candidate will demonstrate the ability to multitask, while working in a fast-paced, change-oriented environment. You will be self-motivated, proactive, maintain a strong emphasis on organization and an unwavering attention to detail. This is a demanding role that needs someone with flexibility, good judgment, great communication, and the ability to implement effective systems. You will have the opportunity to have meaningful impact, grow your skills, and have fun in this challenging and exciting role.

Requirements

• 5 plus years of experience supporting high-level executives and large teams (high-tech industry a plus)
• Skilled in vendor management, including pricing comparisons, maintaining a centralized vendor database, courier coordination, and tracking daily purchases and payments
• Experience managing office operations, including mail handling, meeting/conference room bookings, and consumable stock tracking and ordering
• Familiar with new hire onboarding, including coordinating IT systems and computer/phone readiness
• Experience in collaborating with cross-functional teams and coordinating complex events across multiple regions
• Well-versed in managing employee travel arrangements and reimbursement filing
• Proficient in macOS and complex calendar management for internal and external attendees
• Proficiency in Keynote presentations.
• Ability to manage conflict effectively, knowing when to raise issues and when to apply sound judgment
• Ability to establish strong working relationships across all levels and functions, with a knack for handling conflict and diverse personalities

Nice To Haves

• BA/BS degree preferred
• Background supporting an engineering, technical, or manufacturing-focused organization

Responsibilities

• New hire specific Onboarding: Work with recruitment/ managers/ buddies to plan for expected new hires for ordering AOUs/ devices/ accessories; Real estate team to ensure seat/ workstation at office; Badge management
• Shipment of AOUs/devices & Inventory management: Interact with Trade compliance, Logistics for complying with country specific documentation to manage inter/intra city or international shipment. (Invoices, DCs, etc). Ordering, tracking and stocking of office supplies, stationary and services
• Leadership visits & Calendar management: Support for team members/ leaders visiting from other regions on local travel related procedural obligations (co-ordinate admin requirements for meetings/ gatherings, access/ badge access)
• Global/Local alignment: Communicate with senior management; other global & local admins; line managers, LOB specific global stakeholders
• Management / Employee meetings / Events and Budget management: Work with global LOB leadership to align on quarterly budget for team engagements and manage the event end to end for all teams. For specific LOB meetings - Booking of rooms, setting up conference calls and catering
• One Apple interaction For the Org: Single point of contact for Apple team interactions at Bangalore office and Hyderabad office.
• Create HR / IT / India Specific Support Documentation: Document the process that can help India team on specific issues when needed. Eg: AoU repair process in India, Mobile Bill re-imbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree