Administrative Assistant

Description
– Effective calendar management which involves organizing meetings, prioritizing the schedule to reflect the most critical matters, proactively managing and preparing for meetings, resolving conflicts and challenges, and anticipating needs – Collaborate with other Administrative & Executive Assistants to coordinate schedules and organize executive meetings – Coordinate logistics for onsite meetings across multiple Apple locations worldwide including catering, complex conference room schedules, and visitor registration – Actively manage projects as needed including assistance with creating Keynote presentations – Format complex documents on letterhead and arrange for signature, notarization and apostilization – Organize complex domestic and international travel including visa arrangements for select team members – Facilitate expense reporting process – Support activities such as office space, printers, IS&T support, ordering supplies, distributing mail, and managing conference rooms – Submit and manage facilities and maintenance requests to completion – Manage new employee onboarding including equipment ordering, internal alignment with hiring managers and Day 1 onsite onboarding process – Assist with coordinating quarterly building-wide engagement events – Provide backup support for other administrative assistants in the Product & Regulatory group
Minimum Qualifications
4+ years experience as an administrative assistant supporting Directors or Sr. Directors, Notary and Legal experience is a plus
Excellent organization skills, acute attention to detail, and ability to handle multiple tasks in a fast-paced and time-sensitive environment while maintaining composure
Experience handling highly confidential and sensitive materials with proven ability to exercise good judgment and act with integrity and discretion
Preferred Qualifications
Ability to display a high level of integrity and professionalism in dealing with people at all levels is imperative
Accustomed to problem-solving issues in a timely manner and proactively communicating decisions to appropriate individuals
Looks ahead and able to resolve issues before they arise
Can work autonomously with minimal guidance
Excellent written and verbal communication
Flexible attitude and willingness to lean in to solve problems
Proficiency in programs such as iCal, Keynote, Numbers, Pages, Quip and Slack
Bachelor’s Degree or equivalent education