Executive Assistant, Global Operations (P-4271)

We are seeking an Executive Assistant for the Global Operations organization.  As an Executive Assistant, you will provide high-level administrative support to our senior leaders. This role reports directly to the Chief of Global Operations. 

Your role will encompass managing complex schedules, coordinating meetings and group events, and handling sensitive information with discretion. You will anticipate the needs of our Global Operations leaders and team, help them stay focused, resolve issues before they arise, and go the extra mile. The ideal candidate is adept at managing multiple priorities and can communicate with all levels within the organization. Individuals applying for this position must be self-starters, passionate, energetic, agile, and organized in performing a wide range of administrative and executive supportive duties. 

Key Responsibilities:

• Be the dedicated Executive Assistant to the Chief of Global Operations, and support the Global Operations Leadership Team
• Acts as a strategic partner, handling calendar requests, meeting reminders, scheduling weekly meetings with direct reports, and other stakeholders
• Attend weekly Operations staff meetings, coordinate weekly agenda, and follow up on action items as necessary
• Prepares and edits documents, reports, and presentations
• Arranges domestic and international travel itineraries, accommodations, logistics, as well as Passport and travel Visa requirements.
• Processes expense reports, monitor budgets, and maintain financial records for senior leaders
• Provides candidate support for potential employees as they move through the interview process
• Helps drive and support the Global Operations team culture as part of the larger company culture to help create a supportive environment for everyone at 10x
• Serves as the primary point of contact between senior leaders and internal/external stakeholders, maintaining professionalism and confidentiality
• Collaborates closely with the executive administration team to support company-wide projects and events, ensuring seamless coordination of logistics all while maintaining confidentiality and integrity in all interactions
• Handles incoming correspondence and communications, prioritizing and responding as necessary
• Assists in planning and organizing corporate events, training sessions and conferences, including logistics/meeting space, catering, and audio visual
• Working with international teams across the global Operations organization
• Facilitates effective communication within the senior leadership team and across departments
• Assists senior leaders in managing special projects and initiatives, ensuring they are executed efficiently and on schedule

Minimum Requirements:

• 7-10 years of administrative experience
• Bachelor’s degree in Business Administration, Office Management, or a related field, or equivalent combination of relevant education and experience
• Proven experience as an executive assistant or a similar administrative role in a fast-paced high-tech, life science, or medical device environment
• Exceptional organizational skills and meticulous attention to detail
• Strong written and verbal communication skills
• Highly proficient in G-Suite, Microsoft Office and DocuSign
• Self-starter with the ability to work independently and collaboratively within a team
• Ability to multitask and prioritize competing demands in a rapidly changing environment
• Work onsite five days per week in Pleasanton, CA

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