Senior Administrative Coordinator, Global Finance

2 weeks ago

Redwood City, California, United States Equinix Full time
About Us
Equinix stands as the premier digital infrastructure entity, managing over 250 data centers worldwide. Digital pioneers leverage Equinix's reliable platform to integrate and interconnect essential infrastructure at unprecedented speeds.

Equinix empowers organizations to access the ideal locations, partners, and opportunities to scale with agility, accelerate the deployment of digital services, deliver exceptional experiences, and enhance their value while advancing their sustainability objectives.

A career with Equinix means engaging in work that influences the globe and being surrounded by limitless opportunities to acquire new skills and evolve in diverse directions.

We value diversity in thought and contribution and are dedicated to fostering an equitable work environment that is fundamental to our core values and essential to our success.

Position Overview: Executive Assistant, Global Finance

We are in search of a highly organized, proactive, and detail-oriented individual to join our Global Finance team as an Executive Assistant to our Senior Vice Presidents (SVPs) and Vice Presidents (VPs) of Finance.

The ideal candidate will thrive in a fast-paced environment, possess a strong customer-service orientation, and exhibit flexibility in adapting to the varying styles and needs of our Finance Executives.

Key to this role are exceptional organizational and communication abilities, the capacity to juggle competing priorities, and a proactive, resourceful approach to mastering and utilizing company tools and systems.

Key Responsibilities
Administrative Support
- Manage and maintain the calendars of Finance Executives, including scheduling meetings, appointments, and travel arrangements.
- Prepare, review, and monitor expense reports.
- Print and scan documents requiring signatures promptly.

Meeting Coordination
- Organize and facilitate both internal and external meetings, including preparing agendas, taking minutes, and following up on action items.

- Arrange logistics for meetings, conferences, and events across multiple time zones.
- Collaborate with fellow Executive Assistants to coordinate essential meetings.
Purchase Order Management
- Oversee 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 resolve PO-related issues and discrepancies.
- Maintain accurate records of all POs and provide regular updates on PO status to Finance Executives.
Travel and Expense Management
- Thoroughly understand and ensure compliance with travel and expense policies and procedures.
- Arrange 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.
Team Support
- Provide administrative assistance to the leadership team, aiding with various tasks and projects as required.
- Help coordinate team events, meetings, and activities.
Collaboration with Other Executive Assistants
- Work with other executive assistants to coordinate cross-departmental activities and meetings.
- Share best practices and provide backup support as necessary.
- Foster a collaborative environment among executive support staff to ensure seamless operations and communication across the organization.
Confidentiality and Professionalism
- Handle sensitive information with discretion and maintain 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.
Qualifications
- 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 desirable.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Ability to effectively manage competing priorities.
- Flexibility and adaptability in working hours, particularly during critical periods.
- Bachelor's degree preferred.
- Experience in a culturally diverse and global organization preferred.
- Notary certification (or willingness to obtain) preferred.
- Ability to be a self-learner and proactively utilize company tools and systems.

Equinix is committed 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 let us know.

Equinix is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to any protected status.

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