Executive Assistant

Keysight Technologies, Inc.•Santa Rosa, CA

3d•Hybrid

About The Position

Keysight is a leader in technology innovation, providing solutions in electronic design, simulation, prototyping, test, manufacturing, and optimization across various markets. Our Global Services division helps customers maximize the value of their test instruments throughout their lifecycles. As an Executive Assistant within this team, you will provide crucial support to several leaders, ensuring organization, efficient coordination of calendars and travel, preparation of professional materials, and support for meetings and events. This role involves close collaboration with colleagues, leveraging technology and AI tools to enhance workflows, and applying sound judgment, discretion, and initiative. The position offers a flexible hybrid work arrangement, requiring candidates to reside within commuting distance of the Santa Rosa office and be available to work on-site as business needs dictate, sometimes with minimal notice.

Requirements

Typically, 3 or more years of relevant administrative or executive support experience, with demonstrated ability to coordinate calendars, meetings, travel, and competing priorities for senior leaders.
Strong working knowledge of Excel, PowerPoint, and Word, including the ability to create and edit moderately complex spreadsheets, presentations, and documents.
Experience using collaboration and administrative tools such as Teams, Zoom, SharePoint, and Concur, or the ability to learn comparable systems quickly.
Ability to organize shared documents and information in SharePoint is particularly valuable for this role.
Excellent organization, attention to detail, and follow-through.
Ability to work independently, set priorities, and keep multiple activities moving.
Sound judgment and discretion when handling confidential information, along with clear written and verbal communication and a professional approach to working with others.
Willingness to learn and use approved AI tools, such as Microsoft Copilot, to improve day-to-day administrative work.
Ability to work on site at the Santa Rosa office as business needs arise, sometimes with little or no advance notice, and to work occasional adjusted hours or overtime when required.

Nice To Haves

An associate or bachelor’s degree, specialized training, or certification. An equivalent combination of education and relevant experience will also be considered.
Experience preparing and organizing materials for quarterly business reviews, leadership meetings, or similar business activities.
Experience supporting projects or improving administrative processes.

Responsibilities

Provide dependable administrative support to the Director and other Global Services leaders, including VP support as assigned.
Manage complex calendars, coordinate meetings, arrange domestic and international travel, and process expenses and purchase requisitions, including routing items for approval.
Prepare and organize materials for leadership meetings, business reviews, and other executive activities.
Track commitments and follow up on action items so priorities continue moving forward.
Serve as a point of coordination among leaders, teams, and external stakeholders.
Balance competing requests with attention to detail, sound judgment, and discretion.
Coordinate leadership meetings, workshops, coffee talks, town halls, and other forums, including room bookings, catering, Teams setup, meeting notes, and action logs.
Provide on-site support for meetings and events when needed.
Create and polish presentations, newsletters, quarterly business review materials, and other communications.
Maintain accurate organization charts and help keep SharePoint team sites, document libraries, and shared information organized.
Support administrative projects and tracking needs, such as maintaining records of AI tool licenses and related costs.
Use Microsoft Office, Teams, SharePoint, Concur, and other business tools to carry out administrative work accurately and efficiently.
Use approved AI tools, such as Microsoft Copilot, where appropriate to help prepare materials, organize information, and improve routine workflows while handling sensitive information with care.
Identify practical ways to improve administrative processes, templates, and follow-up.
Collaborate with other administrative professionals on coverage, events, and shared practices as team needs evolve.
Take ownership of work, anticipate needs, and understand how administrative support contributes to leaders’ and team priorities.
Organize multiple workstreams, meet deadlines, and follow through on details with accuracy.
Handle confidential information with integrity and sound judgment.
Communicate clearly in writing and conversation and work effectively with people at different levels of the organization.
Solve problems resourcefully, speak up constructively when needed, and work well with others.
Learn new tools readily and apply them to day-to-day work.
Support varied projects within the scope of the role.