Senior Administrative Assistant

Santa Clara Valley (Cupertino), California, United States
Software and Services

Summary

Posted:
Weekly Hours: 40
Role Number:200380704
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.