Senior Administrator

matchpoint solutions; Palo Alto (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading tech firm based in Palo Alto seeks a highly organized Administrative Assistant to support multiple executives, including scheduling and managing complex calendars, coordinating travel arrangements, and preparing meeting materials. Ideal candidates will have experience in fast-paced environments and be proficient in Microsoft Office tools. Strong communication skills and the ability to manage simultaneous tasks are essential. This role requires professionalism, discretion, and the ability to anticipate the needs of executives.

Qualifications

• Proficient in Outlook, Microsoft Teams, and Skype.
• Ability to prioritize and manage multiple tasks effectively.
• Experience in a fast-paced tech environment with over 300 employees.
• Strong communication skills, professional demeanor with discretion.

Responsibilities

• Manage daily workflow of executives and schedule meetings.
• Coordinate complex domestic and international travel.
• Prepare meeting materials, presentations, and reports.
• Support additional leadership team members as required.

Skills

Proficient in Outlook

Excellent verbal and written communication

Ability to prioritize multiple tasks

Experience in fast-paced environments

Tools

Microsoft Teams

Skype

Photoshop

Job description

Administrative support to 1 SVP, 2 Vice Presidents, and 2 Senior Directors. Also, admin support to Data Platform Leadership Team.

Independently manage the daily workflow of Executives, all aspects of the calendar, scheduling meetings and video conferences, Weekly & Monthly meetings with Leadership Direct Reports & Quarterly All Hands Meeting.

Support additional Leadership Team members in Data Platform – such as Architects, TPM, and Managers.

Manage complex & constantly changing business calendars using Outlook.

Handle multiple tasks/projects concurrently with tight deadlines.

Support ad hoc projects, including ordering lunches, conference room reservation, video conferencing calls, ordering department supplies, and arranging offsite events post-Covid.

Coordinate and manage group events or functions within the Data Platform team as well as other internal teams.

Travel set-up including flight and hotel bookings, expense reconciliation, obtaining necessary visas for international travel, filling out travel forms, invitation letters, arranging transportation, etc. post COVID.

Description :

Administrative support and coordination duties will include, but are not limited to the following:

• Actively managing 3-4 Vice Presidents and Senior Directors within the Data Platform. In addition to basic scheduling functions, also anticipating and prioritizing their scheduling needs to be based on deadlines and deliverables.
• Establish and maintain effective and cooperative professional business relationships with all levels of management, other admins, employees, and outside companies.
• Proactively managing and coordinating recurring and ongoing activities that involve the leaders of the Data Platform organization, including all-hands meetings, department leadership team meetings, organization chart, time off the calendar, and other activities that require participation across the department leadership team.
• Be highly proactive and take ownership to anticipate needs and adept at managing-up and downstream to ensure deliverables are met timely and accurately.
• Proofreading and formatting business documents or broad communications for overall professional writing style and proper grammar.
• Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets, and documents in support of team activities.
• Converting concepts and ideas from discussions into presentation materials that can be used to analyze information or make business decisions.
• Act as the first contact for VPs and Senior Directors and play the role of liaison, problem solver, and facilitator – to prioritize executive’s time and activities.
• Ability to prepare and effectively manage interactions with the VPs and Senior Directors.
• Ability to decline quickly, simply, and professionally.
• Understand the organization and how to “get things done timely and properly”.
• Effectively and successfully respond to problem situations.
• Ability to organize and prioritize across competing priorities.
• Prepare “week ahead,” and “day ahead” briefings.
• Successfully track open issues and follow-up on items that require closure.
• Ability to manage high volume email and synthesize actions needed.
• Ability to act quickly, seamlessly, and professionally.
• Prepare meeting materials including assisting with the creation of the presentation, handouts, and other related materials as well as printing, binding, and collating of materials.
• Coordinate conference/meeting room set-up, order catering, and make logistical arrangements; Coordination of high-level meetings and events involving multiple external participants.
• Coordinate complex domestic and international travel requirements (itineraries, clients, logistics, etc.).
• Heavy electronic filing, expense reporting & record keeping.
• General working hours in office 8:00 am – 5:00 pm.
• Demonstrate comfort with a purchase card, occasional Purchase Order & Invoice support.

Support provided to team members

• Coordinate/Organize visitor meetings – IDs, rooms, refreshments, meet and greet, provide logistics/guidance to getting to building etc.
• Coordinate catering for the Palo Alto site (300 employees).
• Work with other administrators in a cooperative way while representing our team – in a manner that is consistent with the professional image of Data Platform.
• Management and procurement of supplies.
• Provide support to interns/contractors/consultants as needed.
• Coordinate setup up of new employees and office space as needed.
• Provide backup assistance to other administrative support team members as needed.
• Be available when members of the team are traveling to take messages and communicate requests.

Qualifications

Must have skills

• Proficient and an expert in Outlook, Microsoft Teams, Skype.
• Ability to prioritize and juggle multiple tasks and ensuring that tasks are completed by the deadline given.
• Experience working in a fast-paced environment, preferably in tech or start-up with an organization of more than 300 employees.
• Excellent verbal and written communication. Professional and with discretion.
• Coordinate and manage group events or functions within the Data Platform team as well as other internal teams.

Nice to have skills

• Knowledge and experience in Photoshop.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Job Location