Product Design Administrative Assistant

Apple • Cupertino, CA

2d • $36 - $54

About The Position

We are seeking an Administrative Assistant to support a Senior Director and teams in Product Design. The candidate is a highly organized and proactive individual who excels in a fast-paced engineering environment, both independently and as part of a team. You'll anticipate needs, prioritize tasks and projects effectively, and possess exceptional interpersonal skills to collaborate with individuals across all levels. You'll make decisions aligned with team and company goals, working behind the scenes to get results. Your contributions will directly impact Apple's reputation and the products we create for the world. Administrative professional with experience managing complex calendars, coordinating travel, and organizing events. Skilled in office operations, employee onboarding, and project management, with a focus on confidentiality and collaboration.

Requirements

• 3+ years experience supporting daily schedules, travel, task management, facilities, teleconferencing, events management, purchasing, and day to day operations.
• Experience managing calendars for internal and external attendees to ensure smooth day-to-day events are in line with business priorities.
• Excellent written and verbal communication, comfortable communicating with senior executives and their teams.
• Very organized, has an exceptional response rate and flexibility to be available outside of business hours on occasion.
• Ability to receive and act upon feedback to continuously improve processes and enhance efficiencies.

Nice To Haves

• AA or BA/BS degree
• 5+ years experience in a corporate environment supporting leaders
• Proficient in macOS and iCal
• A proactive, forward-thinking individual who successfully manages multiple requests and projects simultaneously, maintaining a calm demeanor and a constant drive for process improvement.
• Ability to work independently with a strong work ethic, maintaining the highest level of confidentiality and discretion.
• Proven ability to meet deadlines, take initiative, and make confident, well-informed decisions.
• Exceptional organizational skills, attention to detail, and ability to effectively manage multiple tasks in a fast-paced environment.
• Ability to manage conflict effectively, knowing when to raise issues and when to apply sound judgment.

Responsibilities

• Proactively manage complex daily calendars, demonstrating flexibility and problem-solving skills to adapt to rapidly changing needs and last-minute requests.
• Coordinate all aspects of domestic and international travel, including booking, accommodations, and transportation, while ensuring adherence to company travel policies and processing expense reports.
• Coordinate a variety of internal events to foster team morale and communication, including off-site meetings, team-building activities, organization-wide meetings (e.g., all-hands meetings, product launches and office relocations).
• Serve as the primary point of contact for the Facilities team, proactively troubleshooting building-related issues, coordinating maintenance and repairs, escorting visitors, and managing Secure Access protocols to ensure a safe and efficient work environment. Overall, acting as the office floor liaison, communicating important information to team members.
• Manage office operations, including coordinating domestic and international shipments, ordering and stocking office supplies and accessories, initiating purchase orders, and managing space planning and seating/office requests for the team to optimize workspace utilization.
• Ensure a smooth onboarding experience for new employees by proactively ordering necessary equipment, ensuring readiness on Day 1, and providing comprehensive training on team processes and procedures.
• Manage multiple projects simultaneously in a fast-paced environment, prioritizing tasks, adhering to strict deadlines, and maintaining meticulous attention to detail and accuracy.
• Handle sensitive and confidential information with the utmost integrity, discretion, and secrecy, adhering to strict company policies and procedures and maintaining employee privacy.
• Collaborate effectively with other administrative team members to develop and implement consistent standards and best practices for the organization, promoting efficiency and consistency across teams.
• Contribute to a positive, productive, and respectful work environment by consistently demonstrating strong emotional intelligence, diplomacy, and communication skills in all interactions, fostering positive relationships and resolving conflicts effectively.
• Ability to provide backup and support to other administrative staff as needed.

Benefits

• Comprehensive medical and dental coverage, retirement benefits, a range of discounted products and free services, and for formal education related to advancing your career at Apple, reimbursement for certain educational expenses — including tuition.
• Additionally, this role might be eligible for discretionary bonuses or commission payments as well as relocation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees