Senior Administrative Assistant
Santa Clara Valley (Cupertino), California, United States
Software and Services
In this role, the candidate would be the lead support for administrative needs for executive and his team of (100+) to keep the operations of the office running smoothly. The successful candidate will have a collaborative and customer-focused approach, be exceptionally well-organized, and is able to effectively multi-task, prioritize, and take initiative to support the overall business needs of the team. The role requires a strong, cultural awareness as the candidate will work closely with cross-functional teams in other regions and geographies.
Key Qualifications
- Managing a daily Sr. Director calendar, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules due to last-minute changes
- Highly motivated, self starter that has a unique ability to anticipate and solve problems before they arise
- Excellent communication and organizational skills (written and verbal), involving high-level communications with internal and external contacts
- Able to prioritize workload proactively and expeditiously
- Detail-oriented and highly organized with excellent follow-through
- Maintains professionalism and discretion in handling confidential information
- Experience in procurement and able to offer new ideas to the procurement process
- Proven creative problem solving history, ability to work well collaboratively, and under pressure while managing relationships with vendors, teams, and Sr. Executives across the org
- Positive attitude, team player, and a great sense of humor is a plus
Description
- Provide detailed administrative support to a Director and their organization of 100+
- Skilled in calendar management and meeting coordination, escorting vendors and employees to confidential meetings, equipment and supply ordering, employee relations budgets, team events
- Ensure daily operations of business are met including:
- General procurement for all office supplies, team equipment, and large ticket purchase requests for team projects
- Manage conference rooms, calendars, and building maintenance; maintain common areas
- Maintain floor space facilities requests (i.e. Janitorial, maintenance, printer services)
- Gather and distribute daily mail and packages
- Maintain general office supplies in support rooms (i.e. sanitation stations, printer supplies, Apple approved dongles and equipment)
- Lead purchaser of team snacks and surveyor of perk rooms
- Plan, coordinate, support, and communicate employee events such as group on-site meetings and events, off-sites, and all-staff forums. This goes beyond inviting participants, booking rooms, providing catering, and ensuring AV requirements are met - the assistant is also responsible for ensuring that objectives are clear, preparations are appropriate, and the budget is managed
- Organize new hire setup, including ordering equipment, securing workspace, and communicating with managers to ensure a smooth start for all new hires
- Reconcile invoices, track budgets, complete expense reports, and record and track equipment for inventory audits
- Interact daily with other administrators across Apple, both locally and internationally
- Provide backup support to other teams when needed
Education & Experience
BA/BS equivalent experience preferred. 3-6 years experience in senior administrative operations.
Additional Requirements
- - Proficiency with a variety of technologies and software tools — and a proven ability to pick up new ones as they arise — including Apple software like Calendar, Keynote, Pages, and Numbers, and collaboration tools like Slack and Quip. (Microsoft Office and Google Docs acceptable).
- - Skilled in calendar management and coordinating meetings and events for Sr. Director (including virtual conferencing across many sites, conference room reservations, and catering)
- - Supporting larger teams (100+).
- - Ability to successfully work both autonomously on assignments and collaboratively in a team environment with other admins while building effective working relationships inside and outside the group is essential.
- - Ability to lift up to 30 lbs (ex. equipment and catering orders).
- - Global awareness, time zones, culture, logistics.