Global Business Services (GBS) is seeking a highly organized and experienced Administrative Assistant to support two (2) Vice Presidents - VP of Global Sourcing and VP of Global Workplace Services and Real Estate. This is a primarily remote role based in Northern or Central California, however may require travel into Santa Clara office for specific events/meetings as requested by the VPs.
What you get to do in this role: • Calendar Management: Oversee complex calendars, coordinate meetings and travel arrangements for 2 VPs. • Communication: Serve as the point of contact for internal and external stakeholders, screening and directing inquiries appropriately. • Meeting Coordination: Support preparing agendas and scheduling logistics for activities for quarterly team offsites (in-person or virtual events). Some travel. • Travel Coordination: Arrange domestic and/or international travel itineraries, accommodations, and logistics. • Expense Management: Process expense reports and ensure compliance with policies. • Team Support: Collaborate with the Chief of Staff and Executive Assistant reporting to the Chief Procurement Officer to ensure seamless support across the organization. • Ad hoc Tasks: Handle additional tasks and responsibilities as assigned by the 2 VPs.
In order to qualify for and be successful in this role, you should have: • Proven experience (minimum 5 years) as an assistant supporting VP-level executives. • Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom and Concur. • Strong organizational skills with the ability to prioritize tasks and meet deadlines with urgency. • Excellent verbal and written communication skills. • Discretion and confidentiality in handling sensitive information and activities. • Ability to anticipate needs, think critically, and offer solutions to challenges. • Flexibility and adaptability to changing priorities and business needs. • Positive and personable can-do attitude.
Managers Note:
Based on the job description, what are the must have non-negotiable items that a candidate must have to be successful in this role? • Given this is supporting 2 at the VP level, the job description lists the minimum requirements.
What backgrounds/skills can we be more flexible with that can be learned on the job? • Experience in listed tools/applications (e.g., Concur, Teams, etc) is a plus but can be learned on the job
Does this position require to sit onsite or travel? If yes, which days of the week? • We are seeking an individual who will primarily be remote based in Northern or Central California, however flexible to travel into San Diego office for specific events/meetings as requested by the VPs. Days could vary but would be notified in advance.
Does this person have to work in a specific time zone? (e.g. - If a person on the East Coast can work PST, is that ok?) • Must be PST / West Coast
Does this position have the opportunity to extend beyond the initial contract or convert to FTE? • As of now, yes to conversion but dependent on 2025 financial planning cycle
Is there a specific laptop that needs to be used for this role (i.e. - Mac or Windows)? • Windows preferred