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Executive Assistant
Ref No.: 18-16397
Location: Austin, Texas
Must have skills
7+ years of strong administrative experience. Experience supporting multiple VP's or higher. Microsoft Office suite. Outlook calendaring, events, coordinating, scheduling, handling travel arrangement, potential budget.
Nice to have skills
Ariba Procurment and or Concur expense management systems. Bachelor's Degree
Roles and responsibilities
Supporting multiple VP's and teams within Cyber security at the Austin location. This role will be responsible for arranging site events, handling travel arrangements, potentially some budget management, and misc. tasks.
Preference on industry background or previous companies worked for?
Fortune 100, 500 companies. Financial or Tech are nice to have.
Duration of assignment and possible extensions
to 9/27/2019. They are assessing whether there is a need for a FTE role. This could go perm for a great candidate.
Interview timeline and process
1 phone interview, 1 in-person panel interview.

Responsibilities
• Manage complex calendaring and scheduling of staff and individual meetings, teleconferences, team off-sites, and other events, coordinating conference/meeting room set-up, ordering catering, and making logistical arrangements
• Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes
• Manage daily administrative functions in support of the local Cybersecurity team
• Work closely with other senior leadership executive assistants to provide support for various global administrative activities in a consistent manner and to create seamless office operations
• Organize domestic and international travel arrangements for the local executive and/or members of his/her direct staff
• Prepare expense reports (using Concur)
• Supporting key team initiatives, playing a part as a project coordinator. Duties may include:
o Prepare documents in Outlook, Word, Excel, and PowerPoint. Proficiency in Microsoft Office is a must
o Assist with developing and updating PowerPoint presentations, Excel spreadsheets and other documents as needed, such as organizational charts and group lists
• Act as a liaison, problem solver, and facilitator as the first contact for the executive and others in the department
• Manage the day-to-day work flow as well as possess confidence and strong communication skills to interface with all levels of staff
• Effectively and successfully respond to problem situations and prioritize issues
• This role at times requires off-hours responsiveness (for example when the supported staff are in a different time zone)
• Demonstrates excellent leadership and professional presence with a confident and approachable personality
• Capable of working with discretion and tact in an environment exposed to a high level of sensitive and confidential information
• Draft correspondence, answer and screen executive's phone calls and directing inquiries to the proper party within the team
• Providing back up assistance to other administrative support team members as needed
• Track action items from weekly Leadership meetings, documenting discussions
• Maintain organizational structure presentations, based on headcount reporting
• Support headcount forecasting and budget management for supported cost center(s)

Qualifications
Must-have
• A Bachelor's Degree (or equivalent) and 5+ years of administrative experience required, preferably in a global, public company
• Experience in supporting senior managers in a fast-paced and demanding corporate work environment
• Demonstrated professionalism and discretion and experience in working with highly confidential information
• Can-do attitude; must be proactive and solution oriented, looking for ways to add value and assist the team
• Strong communication (written and verbal), detail-oriented, highly organized and ability to work cross functions with executives (both internal & external)
• Intrinsically-motivated, highly organized and results-oriented.
• Able to work with little to no supervision.
• Demonstrated initiative, flexibility, teamwork, maturity under pressure, and can anticipate and resolve problems before they escalate
• History of creative problem solving, analytical skills, ability to work well collaboratively and under pressure
• Detail-oriented and ability to complete work assignments with a high degree of quality
• Demonstrate the ability to multi-task, respond to needs quickly and efficiently and prioritize work with a strong attention to detail
• Ability to effectively communicate and collaborate with a diverse range of people and job functions
• Demonstrate the ability to anticipate the needs of the senior management team
• Ability to work well under pressure and respond to tight deadlines

Good-to-have
• Additional experience with Ariba Procurement and/or Concur Expense Management
• Advanced experience in administrative support (Experience at an international company)