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Senior Executive Coordinator, Global Finance Operations
2 months ago
Equinix stands as the premier digital infrastructure provider, managing over 250 data centers worldwide. Digital innovators leverage Equinix's reliable platform to unify and interconnect essential infrastructure at unprecedented speeds. Equinix empowers organizations to reach optimal locations, partners, and opportunities to scale with agility, accelerate the deployment of digital services, deliver exceptional experiences, and enhance their value while aligning with sustainability objectives.
Joining Equinix means engaging in work that shapes the future while being surrounded by countless opportunities for skill development and career advancement. We value diverse perspectives and contributions, committing to an equitable workplace that is fundamental to our core values and essential for our success.
Position Overview
We are in search of a highly efficient, proactive, and detail-oriented individual to become part of our Global Finance team as a Senior Executive Coordinator to our Senior Vice Presidents (SVPs) and Vice Presidents (VPs) of Finance. The ideal candidate will thrive in a fast-paced environment, exhibit a strong customer-service focus, and demonstrate adaptability to the varying styles and requirements of different Finance Executives. Essential to this role are exceptional organizational and communication skills, the capability to juggle competing priorities, and a proactive, resourceful approach to mastering company tools and systems.
Key Responsibilities
Administrative Assistance
- Oversee and organize the calendars of Finance Executives, including scheduling meetings, appointments, and travel logistics.
- Prepare, review, and monitor expense reports.
- Timely printing and scanning of documents requiring signatures.
- Coordinate and facilitate both internal and external meetings, including preparing agendas, documenting minutes, and following up on action items.
- Arrange logistics for meetings, conferences, and events, both on-site and off-site, across various time zones.
- Collaborate with fellow Executive Coordinators across the organization to organize essential meetings.
- Supervise Purchase Order (PO) management, including creation, tracking, and processing of POs.
- Ensure adherence to company policies and procedures regarding PO issuance and approvals.
- Work closely with finance and procurement teams to address PO-related issues and discrepancies.
- Maintain precise records of all POs and provide regular updates on PO status to Finance Executives.
- Thoroughly understand and ensure compliance with travel and expense policies and procedures.
- Coordinate travel itineraries and accommodations for Finance Executives and support team members as necessary.
- Ensure timely and accurate submission and processing of expense reports.
- Review expense reports on behalf of Finance Executives, ensuring compliance with company policies.
- Provide administrative assistance to the leadership team, supporting various tasks and projects as required.
- Help organize team events, meetings, and activities.
- Work with other executive coordinators to coordinate cross-departmental activities and meetings.
- Share best practices and provide backup support as necessary.
- Foster a collaborative atmosphere among the executive support staff to ensure seamless operations and communication across the organization.
- Handle sensitive information with discretion and uphold the highest level of confidentiality.
- Act as a liaison between Finance Executives and other executives, employees, and external partners.
- Manage office administrative tasks requiring independent judgment and initiative.
- 5+ years of experience supporting multiple executives simultaneously, preferably in a finance or corporate setting.
- Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).
- Experience with procurement and travel management systems is preferred.
- Strong organizational and time management capabilities.
- Excellent written and verbal communication skills.
- Ability to effectively manage competing priorities.
- Flexibility and adaptability in working hours, particularly during peak periods.
- Bachelor's degree is preferred.
- Experience in a culturally diverse and global organization is preferred.
- Willingness to become a notary is preferred.
- Ability to be a self-learner and proactively utilize company tools and systems.
Equinix is dedicated to ensuring that our employment process is accessible to all individuals, including those with disabilities. If you are a qualified candidate and require assistance or accommodation, please inform us accordingly.
