Executive Assistant

Adobe • San Jose, CA

9d

About The Position

We are looking for a motivated Executive Assistant to provide administrative support to our Senior Vice President (SVP) of Technology Services. The Challenge Act as a trusted 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 training. 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. Manage 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, 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) 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 SVP. 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 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 training.
• 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.
• Manage 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
• 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)
• 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 SVP.
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed