Executive Assistant

Adobe•San Jose, CA

2d•$84,200 - $174,700•Onsite

About The Position

This role will support the VP of Global Sales Strategy, Operations & Analytics, who leads a 250+ person global organization spanning Revenue Operations, Analytics/Data Science, Sales Systems, Compensation, and Customer Support Operations — supporting $15B+ in revenue, 30,000+ partners, and 4,000+ sellers worldwide. This individual will also provide light calendar support to the VP's direct staff. This is a fast-paced environment that requires a high degree of organizational skill, timely and effective written and verbal communication, and process orientation, alongside genuine business operations capability. This individual will be based out of our San Jose office.

Requirements

Act as the proxy for the VP; set the tone of the office, maintain the VP's image, and represent them across a range of issues and audiences with superb discretion and executive-level verbal communication.
Manage a warm, welcoming office environment and keep the VP informed of organizational issues, potential concerns, and/or conflicts.
Heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings, plus light calendar support for the VP's direct staff.
Shift and reprioritize with constantly changing demands.
Arrange and coordinate business travel and adapt quickly to changes in travel plans and requirements, anticipating needs before they arise.
Plan, coordinate, and implement all types of meetings and events, including staff meetings, business reviews, and leadership offsites.
Draft, edit, and refine executive-level materials in the VP's voice, including correspondence, briefing memos, and reports.
Edit PowerPoint presentations and email communications as appropriate.
Develop staff meeting minutes and keep a running list of action items through to closure.
Research and analyze data within the context of a project, departmental need, or company direction, and make recommendations for improvements.
Handle multiple tasks, switch priorities, and stay focused as needed.
Track department initiatives and projects, including confidential matters such as talent decisions and org changes.
Support the planning and forecasting of budgets, monitor expenses against budget, and identify corrective actions.
Handle expense reports accurately and on time.
Partner directly with the VP to track and drive progress on key critical initiatives across Revenue Operations, Analytics, Sales Systems, Compensation, and Customer Support Operations.
Serve as a connective layer between the VP and their direct reports, surfacing issues and closing gaps before they become concerns from customers or partners.
Ensure the VP is maintaining adequate visibility with key collaborators.
Run periodic errands to purchase recognition gifts, arrange for events as needed, etc.
Create collaborative processes with other administrative personnel across the sales leadership team to optimize cross-unit functions.
Build effective and inclusive relationships with personnel at a variety of levels.
Provide guidance to other employees regarding new methods, assignments, or procedures.
Suggest relevant process improvements.
Experience supporting global executives at high levels; ability to learn the VP and what is important to their success; understand the rhythm and always maintain three steps ahead of the VP.
Proactively work with meeting owners and attendees ahead of time to confirm agendas, gather pre-read materials, and ensure the VP walks into every meeting fully prepared.
Facilitate select recurring meetings (e.g., staff meetings) independently, running the agenda, tracking action items, and following up without requiring the VP's direct involvement.
Experience interacting with executives, partners, and staff at all levels in a fast-paced, high-pressure environment; proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
Exceedingly well organized and detail oriented; enjoys the administrative challenges of supporting a VP and a large, matrixed organization.
Ability to handle frequent interruptions, shifting priorities, and remain flexible; continually improves the administrative process for greater efficiency.
Experience in project management, dealing with multiple tasks, timelines, and deadlines.
Highly proficient in analysis and problem solving.
Expert-level writing and verbal communication skills; strong judgment and decision-making skills.
Excellent calendar management skills, including coordination of complex executive meetings; experience scheduling and managing global travel, thinking several steps ahead on logistics, connections, and known preferences.
Proactive, detail-obsessed approach to meeting logistics, including matching room size and location to the meeting's purpose and attendee list, and catching mismatches before they become a problem.
Attentive to the VP's wellbeing during high-intensity stretches (back-to-back travel, packed review cycles), including proactively arranging meal support.
High level of trust, discretion, and ownership.
Ability to synthesize information and create reports.
Has "ear to the ground" among staff and can sense morale issues if they arise.
Teammate, able to work on own initiative in a dynamic and challenging environment.
Ability to demonstrate initiative and honed organizational skills.
Strong knowledge of MS Office skills: Word, Excel, Outlook, Microsoft Teams, and PowerPoint.

Nice To Haves

Experience supporting a Sales leader is a strong plus.
Experience in supporting a global organization is a strong plus.

Responsibilities

Act as the proxy for the VP; set the tone of the office, maintain the VP's image, and represent them across a range of issues and audiences with superb discretion and executive-level verbal communication.
Manage a warm, welcoming office environment and keep the VP informed of organizational issues, potential concerns, and/or conflicts.
Heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings, plus light calendar support for the VP's direct staff.
Shift and reprioritize with constantly changing demands.
Arrange and coordinate business travel and adapt quickly to changes in travel plans and requirements, anticipating needs before they arise.
Plan, coordinate, and implement all types of meetings and events, including staff meetings, business reviews, and leadership offsites.
Draft, edit, and refine executive-level materials in the VP's voice, including correspondence, briefing memos, and reports.
Edit PowerPoint presentations and email communications as appropriate.
Develop staff meeting minutes and keep a running list of action items through to closure.
Research and analyze data within the context of a project, departmental need, or company direction, and make recommendations for improvements.
Handle multiple tasks, switch priorities, and stay focused as needed.
Track department initiatives and projects, including confidential matters such as talent decisions and org changes.
Support the planning and forecasting of budgets, monitor expenses against budget, and identify corrective actions.
Handle expense reports accurately and on time.
Partner directly with the VP to track and drive progress on key critical initiatives across Revenue Operations, Analytics, Sales Systems, Compensation, and Customer Support Operations.
Serve as a connective layer between the VP and their direct reports, surfacing issues and closing gaps before they become concerns from customers or partners.
Ensure the VP is maintaining adequate visibility with key collaborators.
Run periodic errands to purchase recognition gifts, arrange for events as needed, etc.
Create collaborative processes with other administrative personnel across the sales leadership team to optimize cross-unit functions.
Build effective and inclusive relationships with personnel at a variety of levels.
Provide guidance to other employees regarding new methods, assignments, or procedures.
Suggest relevant process improvements.
Experience supporting global executives at high levels; ability to learn the VP and what is important to their success; understand the rhythm and always maintain three steps ahead of the VP.
Proactively work with meeting owners and attendees ahead of time to confirm agendas, gather pre-read materials, and ensure the VP walks into every meeting fully prepared.
Facilitate select recurring meetings (e.g., staff meetings) independently, running the agenda, tracking action items, and following up without requiring the VP's direct involvement.
Experience interacting with executives, partners, and staff at all levels in a fast-paced, high-pressure environment; proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
Exceedingly well organized and detail oriented; enjoys the administrative challenges of supporting a VP and a large, matrixed organization.
Ability to handle frequent interruptions, shifting priorities, and remain flexible; continually improves the administrative process for greater efficiency.
Experience in project management, dealing with multiple tasks, timelines, and deadlines.
Highly proficient in analysis and problem solving.
Expert-level writing and verbal communication skills; strong judgment and decision-making skills.
Excellent calendar management skills, including coordination of complex executive meetings; experience scheduling and managing global travel, thinking several steps ahead on logistics, connections, and known preferences.
Proactive, detail-obsessed approach to meeting logistics, including matching room size and location to the meeting's purpose and attendee list, and catching mismatches before they become a problem.
Attentive to the VP's wellbeing during high-intensity stretches (back-to-back travel, packed review cycles), including proactively arranging meal support.
High level of trust, discretion, and ownership.
Ability to synthesize information and create reports.
Has "ear to the ground" among staff and can sense morale issues if they arise.
Teammate, able to work on own initiative in a dynamic and challenging environment.
Ability to demonstrate initiative and honed organizational skills.
Strong knowledge of MS Office skills: Word, Excel, Outlook, Microsoft Teams, and PowerPoint.