Senior Administrative Assistant

Adobe•San Jose, CA

About The Position

The Role We are looking for a Senior Administrative Assistant who treats executive calendar and operations management as a craft. You will support two senior leaders in Adobe’s GenStudio organization — a high-growth, GenAI-powered product area. The executives you support run cross-functional product or marketing organizations with heavy inbound meeting demand from engineering, design, marketing, sales, and customer stakeholders. The right candidate understands business context well enough to make real-time prioritization decisions about what gets calendar time and what doesn’t — without being told. You will also serve as an operational anchor for executives who move fast and get pulled in many directions simultaneously. That means keeping them on schedule, reminding them what’s next, flagging when they’re about to miss a commitment, and maintaining composure when priorities shift rapidly throughout the day. What Sets You Apart You understand the business, not just the calendar. You learn the executive’s priorities, stakeholder map, and active workstreams so you can make smart scheduling decisions autonomously. When an executive requests time, you know whether it’s urgent or can wait — and you act accordingly. You own outcomes, not tasks. You don’t wait to be told a conflict exists — you surface it and propose a solution before the executive notices. You keep pace under pressure. When priorities shift three times before lunch, you stay calm, reprioritize, and communicate changes clearly. You thrive in high-tempo environments and don’t freeze when things move fast. You keep the executive accountable. You are comfortable telling the executive what needs to happen next, pulling them out of a meeting that’s running over, and reminding them of commitments they’ve lost track of. You see yourself as an operational partner, not a support function. You build systems, not workarounds. Repeating processes frustrate you. You build templates, standing blocks, and protocols that prevent problems from recurring. What You Will Own

Requirements

5+ years of experience supporting Sr. Director-level or above executives in a fast-paced technology company.
Expert-level calendar management in Outlook, including multi-executive scheduling across time zones and high-volume inbound meeting requests.
Demonstrated ability to learn business context quickly and use it to make independent scheduling and prioritization decisions.
Proven composure and effectiveness under pressure — comfortable with rapid priority shifts and frequent interruptions throughout the day.
Strong written and verbal communication skills with a track record of clear, proactive communication.
Proficiency with Slack, Google Workspace, Microsoft Teams, and standard enterprise productivity tools.
Ability to handle confidential information with discretion and integrity.

Nice To Haves

Experience supporting product or engineering leadership in a SaaS or enterprise software company.
Track record of building or improving operational processes for executive support.
Familiarity with Adobe tools and internal systems.
BA/BS degree (equivalent experience may substitute).

Responsibilities

Calendar Strategy & Prioritization (Primary)
Business-context-driven scheduling: Understand the executive’s priorities, active workstreams, and stakeholder landscape well enough to make informed decisions about which meetings to accept, decline, or reschedule — without requiring executive input on every request.
Proactive conflict resolution: Own the end-to-end executive calendar across Outlook. Identify and resolve conflicts before they surface — daily, not weekly. When inbound demand is high, triage based on urgency and business impact.
Stakeholder coordination: Schedule and reschedule across cross-functional leadership, external partners, and direct reports with clear communication to all affected parties.
Weekly reconciliation: Maintain a standing weekly sync with each executive to align priorities, flag upcoming conflicts, and confirm the next week’s schedule.
Meeting hygiene: Ensure every calendar invite includes agendas, prep materials, and correct attendees. Decline or defer low-priority requests on behalf of executives.
Executive Time Management & Pacing
Keep the executive on track: Proactively remind the executive of upcoming meetings, hard stops, and commitments throughout the day. When the executive gets pulled into unplanned conversations or runs over, you are the one who brings them back on schedule.
Protect focus time: Build and defend blocks for deep work, prep time, and flows across meetings. Push back on requests that erode these blocks without a strong business reason.
Surface what needs attention: Flag overdue action items, approaching deadlines, and commitments the executive may have lost visibility on.
Meeting Preparation & Follow-Up
Prepare briefing documents and context materials ahead of leadership reviews and external meetings.
Track recurring commitments (QBRs, planning cycles, leadership reviews) and proactively build them into the calendar.
Travel & Expenses
Coordinate domestic and international business travel end-to-end: flights, hotels, ground transportation, and itineraries.
Submit and reconcile expense reports in a timely manner, flagging any policy questions proactively.
Team Events & Operations
Plan and implement team offsites, all-hands meetings, team-building activities, and cross-functional events.
Coordinate space planning, floor moves, and team logistics as needed.
Provide on-site support at Adobe events and conferences (occasional travel required).
Cross-Functional EA Coordination
Build strong relationships with EAs across Adobe to facilitate cross-org scheduling.
Provide backup coverage during PTO, illness, or sabbatical for peer EAs.