Job Description

About the Role:

We are seeking a highly organized and proactive Administrative Assistant to provide exceptional support to CXPM directors. This role requires a forward-thinking individual with a professional and approachable demeanor, outstanding communication skills, sound judgment, and the ability to handle a fast-paced environment. You will be a key point of contact, managing a wide range of administrative tasks and ensuring the Director's schedule and operations run smoothly.

Responsibilities:

• Calendar Management: Handles Director's calendar by prioritizing schedules and meetings. You may decide who gets on the principal’s calendar, which meetings are attended, and who can attend in their place.
• Meeting Planning & Organization: Support the director in planning and organizing meetings, including agenda preparation, venue booking, coordinating meeting technology, distributing materials, capturing and disseminating meeting minutes, and tracking action items.
• Travel Arrangements & Briefing Preparation: Manage all travel arrangements for the. director, including domestic and international travel (if any), with a focus on optimizing itineraries and leveraging available benefits (e.g., airline upgrades). Prepare comprehensive travel briefings, including event information, logistical details, and relevant documentation.
• Correspondence & Approvals: Act as a proxy for the director in communications and approvals, as authorized. Respond to inquiries, redirect matters as appropriate and follow up to ensure timely resolution. Proactively identify and resolve issues within established guidelines.
• Special Projects: Provide analytical support on special projects, including research, data compilation, analysis, and report preparation.
• Team Event Support: Contributes to or plans events (team activities, offsites, and trainings).
• Confidentiality: Maintain the highest level of confidentiality when handling sensitive information and materials.

Qualifications:

Minimum:

• 4+ years of experience in an administrative role.
• 2+ years of experience supporting a director-level or above executive.
• Expert-level proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proven experience in calendar management, meeting planning, and travel coordination.
• Excellent verbal and written communication skills, with the ability to interact effectively with all levels of staff, executives, customers, and vendors.

Preferred:

• Experience in the high-tech industry (prior Cisco experience a plus).
• Associates degree.

Key Competencies:

• Proactive and solution-oriented
• Excellent organizational and time-management skills
• Strong attention to detail
• Ability to prioritize and manage multiple tasks effectively
• Exceptional interpersonal and communication skills
• Ability to work independently and as part of a team
• High level of discretion and confidentiality
• Ability to thrive in a fast-paced environment

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