Executive Assistant Job at Motion Recruitment, Mountain View, CA

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  • Motion Recruitment
  • Mountain View, CA

Job Description

Description:

This role will report into the Senior Manager, Executive Business Partner to the CEO. Requires in-depth knowledge of company operations, policies, and procedures. Handles details of a highly confidential and critical nature and provides assistance on special administrative projects. Collects and prepares information for use in discussions/meetings of CEO EABPs and other outside executives as needed. Assists in preparing materials for internal and external meetings. Works on problems of diverse scope where both analyses of data and judgment is required.

Responsibilities

  • Reports to the Sr. Manager, Executive Business Partner to the CEO and builds a strong rapport and relationship with all leaders and direct teams within the Senior Leadership Team.
  • Provide support to Sr. Manager, EABP to CEO, in the executive area. Interact cross-functionally with departments, employees, vendors or customers in need of meeting with the senior executive and team.
  • Liaison to corporate offices and/or other business units/functional groups. Provide coverage for executive area phones, taking and delivering detailed messages to the executive and/or EABP.
  • This will include lunch coverage in the executive area as needed.
  • Assist in managing the CEO incoming mail to the Office of the President (OOP) and distribute to the appropriate contacts across the company for follow-up, including escalated requests to the Executive Staff.
  • Office of the CEO duties to include, receive, scan and email customer letters to OOP.
  • Assist with logistics as needed for executive staff meetings, including the CEO and Intuit Board meeting days.
  • Collects and prepares information for use in discussions/meetings of CEO EABPs.
  • Handles details of a highly confidential and sensitive nature which require in-depth knowledge of company operations, policies, and procedures. Creates close relationships/partnerships across the CEO EABP team & community.
  • Assists with EABP Community projects, central repositories, working closely at the direction of the Sr. Manager, EABP to CEO. Partners across organizational boundaries to deliver outcomes. Quickly learns background and context to enable independent thinking and decision making with limited data. Assists with events and the planning to include support for large EABP Community meetings, off-sites and team motivation events.
  • Makes high level contacts of a sensitive nature inside and outside the company.
  • May interface with our CEO EABPs, CEO Staff members as well as the Board of Directors.
  • Travel planning and coordination for Sr. Manager, EABP to CEO (when applicable).
  • Org Chart maintenance for functional groups or business groups (when applicable).
  • Preparation and tracking of purchase orders and expenses.

Qualifications

  • Bachelor's degree or equivalent experience
  • Minimum of 5 years working at the Executive Administrative Business Partner level for a large enterprise/global company
  • Experience supporting C-Level senior staff members.
  • Ability to exercise complete discretion and handle highly confidential information with 100% integrity.
  • Excellent verbal and written communication skills including the ability to communicate with all levels of the organization.
  • Advanced Outlook calendar management is critical.
  • Knowledge of Microsoft Office (Advanced Word, Excel, PowerPoint) and Google Drive (Sheets, Documents, Slides) Fundamental project management experience, including development of basic project plans and successful execution.
  • Ability to identify business issues and coordinate an appropriate response with the key stakeholders
  • Self-starter with proven time management skills and the ability to prioritize and handle multiple tasks and work in a fast-paced environment.
  • Travel planning and coordination.
  • Event planning to include support for large meetings, off-sites, and team motivation events.
  • Cultural steward—Brings an element of fun and caring to the workplace.
  • Adaptability— Embrace change and pivot when changes arise.
  • Anticipatory—must be able to plan-ahead and identify unforeseen needs.
  • Perseverance—ability to see things through completion regardless of obstacles.
  • Strong familiarity with technology is preferred.
  • We believe diversity and inclusion among our teammates produces better results and is critical to our success as a global company.
  • We are committed to recruiting, developing, and retaining the most talented people from a diverse candidate pool.

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