Senior Administrative Support Specialist

2 weeks ago

Palo Alto, California, United States SAP Full time
Position Overview

This role offers an opportunity for experienced professionals to provide essential administrative support in a dynamic environment. Remote candidates are welcome to apply.

Work Schedule: Standard 40-hour work week, with no overtime expected.

Key Responsibilities:

  • Oversee daily office operations and provide autonomous administrative assistance to management.
  • Manage calendars and emails for executives, ensuring effective prioritization of tasks and commitments.
  • Proactively track actions and reminders, facilitating follow-ups on deliverables and action items.
  • Coordinate internal and external communications, ensuring clarity and professionalism.
  • Organize meetings, including team gatherings and larger external events, while managing logistics for executive off-sites.
  • Handle travel arrangements, including booking and expense management.
  • Support the preparation of meeting materials and take notes during discussions, ensuring accurate follow-up on action items.
  • Monitor workflows, including vacation requests and purchase orders, ensuring compliance with internal processes.
  • Administer procurement activities, including office supplies and vendor management.
  • Facilitate the operational rhythm of the organization, ensuring timely execution of major initiatives.
  • Assist with onboarding new team members, including equipment ordering and induction monitoring.
  • Serve as a central point of contact for ad-hoc support as required by management.
  • Resolve complex issues with minimal guidance, fostering collaborative relationships across teams.
  • Support internal projects within defined departmental guidelines.
  • Encourage knowledge sharing and best practices within the team.

Qualifications:

  • 3 to 5 years of experience in a similar administrative role.
  • Proficient in Microsoft Office Suite and familiar with SAP internal tools.
  • Fluent in English (Level 3: Fluent).

Education:

  • Completion of an apprenticeship as a secretary or a relevant commercial qualification.

Key Success Factors:

  • Ability to ensure smooth office processes and timely execution of tasks.
  • Foster best practice sharing among administrative professionals.
  • Capability to thrive in an international and virtual team environment.

Accountability: Responsible for the successful delivery of assigned projects and initiatives.

Complexity: Engage in projects with moderate complexity, providing regular updates to management.

Communication: Build effective working relationships and communicate clearly within established processes.

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