Executive Assistant / Project Admin

Job Description

Seeking an Executive Assistant with a proven track of record of excellence in supporting C level executives within a dynamic corporate environment

The ideal candidate will be a master of organization, capable of thriving amidst the fast paced and ever evolving landscape of Applied Materials

This role demands a collaborative spirit, as you will work closely with other executive assistants, executives at various levels, and external partners to support our Vice President in managing daily priorities

Responsibilities:

Manage the executives calendar with precision, ensuring optimal use of time and meeting objectives

Triage daily and weekly tasks to meet deadlines, facilitate effective meetings, and maintain clear communication channels

Oversee administrative duties, including travel arrangements, budget management, purchase requests/orders, expense reporting, and presentation preparation

Organize and communicate employee events, such as group meetings and team building activities, ensuring clear objectives and adequate preparation

Collaborate with finance and related teams to ensure smooth operations and timely procurement of goods and services

Proactively implement and manage efficient administrative processes

The Ideal Candidate: Possesses extensive experience navigating complex C Suite environments and is adept at interacting with all organizational levels

Exhibits exceptional organizational and multitasking abilities, maintains confidentiality, and can independently gather and analyze data to make informed decisions

Is proactive, anticipates executive needs, and prioritizes tasks effectively

Project Management experience is mandatory Key

Responsibilities:

Own the executives calendar, coordinating across business units and driving collaboration

Manage domestic and international travel arrangements, ensuring efficiency and productivity

Initiate and execute ideas to boost organizational morale and employee welfare

Facilitate and drive completion of strategic off sites, town halls, and large group meetings

Maintain the executives partner relationships and encourage regular networking interactions

Preferred Experience

3 5 years as a C level Executive Assistant

Experience supporting corporate executives in a fast paced setting

Familiarity with managing global travel complexities

Proficiency in office automation tools and software (Office 365, Teams, SAP, etc)

Academic Credentials:

High school diploma and completion of a business/secretarial program or equivalent experience

Must Have:

Adaptability: The ability to adjust to a changing environment and multitask with ease is crucial in a fast paced, dynamic business setting

Attention to Detail: Being meticulous in understanding the Executive’s needs, often reading between the lines to anticipate and address issues before they arise

Professional Demeanor: Kind and polite, serving as an extension of the Executive, representing them in the best possible manner

Skills:

IT Environment: someone who is familiar with IT terminology

High Emotional Intelligence:

Someone that is self-aware and reads people well to manage optimal relationships amongst the team Tech Savvy and Resourceful

Someone who is solution oriented and can manage to overcome tech challenges as they arise