Executive Assistant

Gigamon   •  

Santa Clara, CA

Industry: Technology

  •  

11 - 15 years

Posted 16 days ago

Description

The ideal candidate must be proactive with excellent problem solving and judgment skills. The individual must be able to handle details of a highly confidential and critical nature, interact comfortably and skillfully with senior level executives within and outside the company, as well as with customers, vendors and visitors.  He/she will be expected to resolve time-sensitive issues with a high degree of precision and exhibit strong organizational, written and verbal communication skills. He/she must demonstrate an ability to develop a solid understanding of their managers’ work styles and working environment.  He/she must demonstrate the ability to credibly and competently interact with other executive assistants and managers within/outside of Gigamon.  The individual will be expected to apply common sense and execute tasks with minimal direction.  Individual must demonstrate ability to accommodate flexible work schedule, based on management needs. Attention to detail and the ability to anticipate the needs of the executive team are a must.

Responsibilities include, but are not limited to:

- Supporting two C-Level Executives
- Planning, organizing and managing multiple calendars
- Coordinating and managing travel arrangements
- Answering phones, screening and documenting incoming calls
- Managing and reconciling expense reports, purchase requisitions submissions
- Maintaining up-date organization charts and staffing information
- Planning, organizing and executing projects, as needed (eg. physical move planning)
- Collecting and preparing information for the use in presentations/meetings of executive staff, Gigamon employees as well as with external individuals
- Documenting meeting minutes for staff, as well as managing action items
- Maintaining an up-to-date filing system, including manager contact matrix
- Providing back-up support for other executive administrative staff, as needed
- Coordination of all meetings, vendor/customer reviews, special events such as departmental all-hands or off-sites on behalf of manager
- General office duties including management of office supplies, maintenance of office equipment, etc.
- Adherence to Gigamon’s corporate policies and guidelines

Qualifications/Experience:

- requires a minimum of 12+ years experience working at a senior and/or executive level - demonstrates excellent communication skills

- a team player with excellent multi-tasking skills

- project management experiencedesired- demonstrates excellent knowledge of Microsoft applications including Outlook, Word, PowerPoint and Excel - demonstrates ability to effectively manage HR related processes- ideal candidate will have demonstrated an ability to learn/adopt new office technologies - familiarity with Web development and SharePoint are desired attributes