Senior Administrator

Administrative support to 1 SVP, 2 Vice Presidents, and 2 Senior Directors. Also, admin support to Data Platform Leadership Team.

Independently manage the daily workflow of Executives, all aspects of the calendar, scheduling meetings and video conferences, Weekly & Monthly meetings with Leadership Direct Reports & Quarterly All Hands Meeting.

Support additional Leadership Team members in Data Platform – such as Architects, TPM, and Managers.

Manage complex & constantly changing business calendars using Outlook.

Handle multiple tasks/projects concurrently with tight deadlines.

Support ad hoc projects, including ordering lunches, conference room reservation, video conferencing calls, ordering department supplies, and arranging offsite events post-Covid.

Coordinate and manage group events or functions within the Data Platform team as well as other internal teams.

Travel set-up including flight and hotel bookings, expense reconciliation, obtaining necessary visas for international travel, filling out travel forms, invitation letters, arranging transportation, etc. post COVID.

Description :

Administrative support and coordination duties will include, but are not limited to the following:

• Actively managing 3-4 Vice Presidents and Senior Directors within the Data Platform. In addition to basic scheduling functions, also anticipating and prioritizing their scheduling needs to be based on deadlines and deliverables.
• Establish and maintain effective and cooperative professional business relationships with all levels of management, other admins, employees, and outside companies.
• Proactively managing and coordinating recurring and ongoing activities that involve the leaders of the Data Platform organization, including all-hands meetings, department leadership team meetings, organization chart, time off the calendar, and other activities that require participation across the department leadership team.
• Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately.
• Proofreading and formatting business documents or broad communications for overall professional writing style and proper grammar.
• Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets, and documents in support of team activities.
• Converting concepts and ideas from discussions into presentation materials that can be used to analyze information or make business decisions.
• Act as the first contact for VPs and Senior Directors and play the role of liaison, problem solver, and facilitator – to prioritize executive’s time and activities.
• Ability to prepare and effectively manage interactions with the VPs and Senior Directors.
• Ability to decline quickly, simply, and professionally.
• Understand the organization and how to “get things done timely and properly”.
• Effectively and successfully respond to problem situations.
• Ability to organize and prioritize across competing priorities.
• Prepare “week ahead,” and “day ahead” briefings.
• Successfully track open issues and follow-up on items that require closure.
• Ability to manage high volume email and synthesize actions needed.
• Ability to act quickly, seamlessly, and professionally.
• Prepare meeting materials including assisting with the creation of the presentation, handouts, and other related materials as well as printing, binding, and collating of materials.
• Coordinate conference/meeting room set-up, order catering, and make logistical arrangements;
  Coordination of high-level meetings and events involving multiple external participants.
• Coordinate complex domestic and international travel requirements (itineraries, clients, logistics, etc.).
• Heavy electronic filing, expense reporting & record keeping.
• General working hours in office 8:00 am – 5:00 pm.
• Demonstrate comfort with a purchase card, occasional Purchase Order & Invoice support.

Support provided to team members

• Coordinate/Organize visitor meetings – IDs, rooms, refreshments, meet and greet, provide logistics/guidance to getting to building etc.
• Coordinate catering for the Palo Alto site (300 employees).
• Work with other administrators in a cooperative way while…