What are the responsibilities and job description for the Executive Admin position at ACL Digital?
Title: Executive Admin
Location: San Jose, CA(Onsite 2days/week)
Duration: Long Term
Responsible for proactively meeting the administrative support needs of the Engineering leadership & their team. This role involves scheduling and calendar maintenance of executive calendars, takes the initiative to engage with team members and other executive and administrative assistants to solve problems, gather needed information, and generally does everything required to enable leaders to be efficient, communicate effectively and have fun in their work environment.
This role is also required to be in the eBay San Jose office as needed to support the leader, team and organization.
You Will
Manage the Leaders' calendars extensively, including organizing internal and external meetings across multiple time zones & locations. Follow up on requests to ensure they are handled, leave no balls dropped on the floor!
Strive to deeply understand the team's goals, and work to ensure that their time is organized accordingly.
Manage financial administration, e.g. processing POs & invoices (possible).
Event planning and coordination of team off-sites/events both onsite and offsite
Communicate with internal & external parties, while exhibiting the highest degree of professionalism.
Assist in the preparation of presentation or meeting materials.
Ensure email lists, org charts and other administrative systems are regularly maintained and current.
Inform the Leader of employee updates and milestones (reviews, anniversaries etc.).
Be involved in special or other ad-hoc projects as required, as well as miscellaneous tasks, occasionally these will be personal in nature.
Compile & edit briefing materials and synthesize this information into executive summaries with key business & communication insights.
Work with the San Jose EA team to execute on local priorities & events.
Exercise absolute discretion at all times.
Coordinate Travel and Expense reports
You Are
An experienced Exec Assistant with 10 years' experience in a technology organization supporting multiple Senior Director or VP levels.
Laser focused when it comes to attention to detail and accuracy. You exhibit flexibility, prioritization & the ability to multi-task.
An individual who seeks information beyond what is plainly presented to you, with an aim to understanding the team's goals & actively finding ways to be helpful in executing these goals.
Enthusiastic and eager to help wherever you can, and do whatever it takes to ensure progress, while being friendly, collaborative and approachable.
Superb at communicating with great written and verbal communications skills with the ability of capturing complex concepts & conveying them in simple, meaningful language.
Able to compile clear and concise briefing materials.
Able to perform well in a highly dynamic, rapidly changing environment.
Knowledgeable with Microsoft Office/Google Suite & Outlook
Able to interact with senior level executives and all levels of the organization.
Aware of maintaining confidentiality & the use of discretion.
Self-directed, take initiative & proactive with excellent project management skills.
Someone who thrives in a fast-paced atmosphere
Potential for limited availability outside of normal working hours
Ability to work well Under pressure
Location: San Jose, CA(Onsite 2days/week)
Duration: Long Term
Responsible for proactively meeting the administrative support needs of the Engineering leadership & their team. This role involves scheduling and calendar maintenance of executive calendars, takes the initiative to engage with team members and other executive and administrative assistants to solve problems, gather needed information, and generally does everything required to enable leaders to be efficient, communicate effectively and have fun in their work environment.
This role is also required to be in the eBay San Jose office as needed to support the leader, team and organization.
You Will
Manage the Leaders' calendars extensively, including organizing internal and external meetings across multiple time zones & locations. Follow up on requests to ensure they are handled, leave no balls dropped on the floor!
Strive to deeply understand the team's goals, and work to ensure that their time is organized accordingly.
Manage financial administration, e.g. processing POs & invoices (possible).
Event planning and coordination of team off-sites/events both onsite and offsite
Communicate with internal & external parties, while exhibiting the highest degree of professionalism.
Assist in the preparation of presentation or meeting materials.
Ensure email lists, org charts and other administrative systems are regularly maintained and current.
Inform the Leader of employee updates and milestones (reviews, anniversaries etc.).
Be involved in special or other ad-hoc projects as required, as well as miscellaneous tasks, occasionally these will be personal in nature.
Compile & edit briefing materials and synthesize this information into executive summaries with key business & communication insights.
Work with the San Jose EA team to execute on local priorities & events.
Exercise absolute discretion at all times.
Coordinate Travel and Expense reports
You Are
An experienced Exec Assistant with 10 years' experience in a technology organization supporting multiple Senior Director or VP levels.
Laser focused when it comes to attention to detail and accuracy. You exhibit flexibility, prioritization & the ability to multi-task.
An individual who seeks information beyond what is plainly presented to you, with an aim to understanding the team's goals & actively finding ways to be helpful in executing these goals.
Enthusiastic and eager to help wherever you can, and do whatever it takes to ensure progress, while being friendly, collaborative and approachable.
Superb at communicating with great written and verbal communications skills with the ability of capturing complex concepts & conveying them in simple, meaningful language.
Able to compile clear and concise briefing materials.
Able to perform well in a highly dynamic, rapidly changing environment.
Knowledgeable with Microsoft Office/Google Suite & Outlook
Able to interact with senior level executives and all levels of the organization.
Aware of maintaining confidentiality & the use of discretion.
Self-directed, take initiative & proactive with excellent project management skills.
Someone who thrives in a fast-paced atmosphere
Potential for limited availability outside of normal working hours
Ability to work well Under pressure
