Executive Assistant

Adobe Systems   •  

San Jose, CA

Industry: Technology


8 - 10 years

Posted 27 days ago

This role is primary support to the VP of Marketing & Customer Insights who is part of the Global Marketing Organization. The Executive Assistant will be responsible for the coordination of activities and communication to and from this executive office. S/he handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes. The ideal candidate will be dynamic, organized, possess strong multi-tasking skills, and have a good sense of humor.  S/he will be required to be available during regular business hours, as well as evenings and/or weekends on occasion to provide support and assistance.

What you’ll do

  • Manage the daily schedule of the executive, ensuring that she knows her schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
  • Schedule and help produce executive’s meetings including all details (meals, meeting/session coordination) which may be hosted in different Adobe locations.
  • Managing contacts for executive, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
  • Manage and book executive travel. Proactively coordinate the pre-planning of trips with various internal functions, including agendas and necessary contacts, information, Adobe marketing materials and other necessary preparations.
  • This candidate will also play a lead role in creating and managing offsite meetings, regular all hands meetings, team social events, including team member arrangements such as hotel, transportation, meals, meeting/session coordination.
  • Provide support in the preparation for meetings including tracking, monitoring and following the progress of open action items and drafting the agenda.
  • This candidate will play a key role in the executive’s weekly staff meeting (manage the schedule, calendaring, agenda, managing guests, capturing and communicating the action items from weekly staff). 
  • Ensure that various administrative tasks are done in an effective and efficient manner, including org chart updates, copying, drafting correspondence, screening phone calls when requested and maintaining executive files as needed.
  • Serve as the face of the executive to the organization and work across Adobe on behalf of the leader (with other EAs).  Must possess strong executive presence. The candidate will both understand the nuances of customer etiquette as well as how to internal stakeholders and partners.
  • Interface and coordinate with all the other Executive Assistants across the Global Marketing Organization (GMO) including offer flex coverage as needed to ensure EA coverage in the event of illness, PTO, sabbatical.
  • Ability to anticipate the executives needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
  • Develop and maintain a system that alerts to upcoming deadlines on incoming request or events.
  • Handle confidential information in a professional and discreet manner.
  • Process and maintain expenses for executive.
  • Order hardware and all peripherals for all new hires and coordinate with HR and IT for a smooth start.
  • Support special projects, as required.

What you'll need to succeed

  • Bachelor’s degree or equivalent experience.
  • Minimum 8-10 years or equivalent work-related experience supporting VP-level Executives in an organization of at least 500 employees
  • Demonstrated ability to handle confidential information appropriately.
  • Strong knowledge of MS Suite (Outlook, Word, Excel and PowerPoint) and Visio and ability to learn new technology tools quickly.
  • Ability to capture notes and action items in VP’s staff meeting for distribution and follow up.
  • Excellent written and verbal communication skills.
  • Project Management skills/ability to prioritize work and balance several work streams at a time. 
  • Ability to stay focused, efficient, and effective in managing multiple priorities and tight deadlines with grace and poise.
  • Professional demeanor and ability to defuse emotional situations in a calm manner.
  • Strong interpersonal skills and good judgment.
  • Proven ability to work independently to achieve accomplishments.
  • Ability to communicate effectively with all levels of employees and outside contacts.
  • Provide holistic support to VP to enable maximum efficiency – may include scheduling coordination with family events and outside appointments.
  • Social personality with a genuine desire to connect with the entire MCI team.
  • Exceptional ethical standards, humility, empathy, sense of humor and strong interpersonal skills.
  • Ability to provide after hours and flexible support a must.             
  • Ability to travel 5%