Executive Assistant

Adobe Systems   •  

New York, NY

Industry: Technology

  •  

8 - 10 years

Posted 58 days ago

This job is no longer available.

This role is primary support to the VP of Strategy & Sales Operations. The Executive Assistant will be responsible for coordination of activities (including operations and planning) and ensuring timely flow of information 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. In addition, s/he will be asked to coordinate and perhaps prepare information that will require cross-functional coordination between programs, solution teams and departments. The ideal candidate will be dynamic, high-energy, organized, possess strong multi-tasking skills and support cross-functional coordination in a fast-paced environment. 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.

Responsibilities

  • Schedule and help produce team meetings including all details (hotel, transportation, meals, meeting/session coordination) for quarterly meetings which may be hosted in different Adobe locations (the candidate may be asked to attend as well).
  • This candidate will also play a key role in creating and managing offsite meetings. Schedule and help produce team meetings including all details (hotel, transportation, meals, meeting/session coordination) for quarterly meetings which may be hosted in different Adobe locations (the candidate may be asked to attend as well).
  • Project Management skills and ability to prioritize work and balance several work streams at a time.
  • The candidate will both understand the nuances of customer etiquette as well as how to handle customers and internal Adobe Executives.
  • 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). 
  • This person is the face to the organization for the executive and needs to be able to work across Adobe on behalf of the leader (with other EA’s and Account Executives to the Ops Staff) and must possess strong executive presence.
  • This role will take the lead in the coordination of quarterly all hands meetings in partnership with other key organizers.
  • This role will interface with all the other Executive Assistants across WWFO (Americas Enterprise, ACS, Adobe.com, WW Partner Sales) providing connection and consistency where necessary.
  • The candidate needs to be effective at booking travel
  • Managing the external contacts for executive, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
  • Ability to anticipate the executives needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
  • For various meetings, prepare agenda in advance; assist with and provide research/background information, content development, and support the creation of presentations and coordinate meetings.
  • Manage the daily schedule of executive, ensuring that he knows his scheduled 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
  • Develop and maintain a system that alerts to upcoming deadlines on incoming request or events.
  • Manage executive travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, agendas and necessary contacts, information, Adobe marketing materials and other necessary preparations.
  • Provide support in the preparation for meetings including tracking, monitoring and following the progress of open action items and drafting the agenda.
  • Manage effective contacts and relationships with internal and external influencers.
  • Handle confidential information in a professional and discreet manner.
  • Ensure that various administrative tasks are done in an effective and efficient manner, including copying, drafting correspondence, screening phone calls when requested and maintaining executive files as needed.
  • Act as the executive’s representative and ambassador to external constituents as directed.
  • Process and maintain expense 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

Requirements

  • 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.
  • Highly proficient in the following software programs: (Word/Excel/PowerPoint/Outlook).
  • Extensive experience in administrative preparation of presentations.
  • Excellent written and verbal communication skills.
  • Ability to stay focused, efficient, and effective in managing multiple priorities.
  • 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.
  • Mature, energetic with a ‘let’s roll up our sleeves’ attitude which is especially important in a small but growing organization.
  • Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment
  • Ability to provide after hours and flexible support a must.             
  • Ability to travel 5%
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