Administrative Assistant -- User Experience and Design (The Design Group)Administrative Assistant -- User Experience and Design (The Design Group)
What You'll Do
In this role, you will provide support for calendaring, travel, expenses, along with management and oversight of special projects, as needed. To perform these tasks effectively, you will be expected to become familiar with the products, people, and organizational dynamics within The Design Group (TDG).You will be expected to understand how to handle, with a great degree of independence, incoming asks for time, meetings, resources and other needs from the Director. In addition to supporting this Director, you will also work closely with the Director of Operations and TDG Leadership team. You will be responsible for determining when to refer matters to others, and to whom they should be referred. You will be responsible for following up to ensure proper disposition, and make sure nothing falls through the cracks. You will become a core member of the Director's team, attending his monthly staff meetings and quarterly all team meetings.
Calendar Management: Manages Director's calendar by prioritizing schedules and meetings. For example, may decide who gets on principal's calendar, which meetings are attended, and who can attend in his place.
Meeting Planning and Organizations: Assists Director in planning and organizing meetings by taking responsibility for assembling the agenda, location, meeting technology (WebEx, TP) based upon participant needs, and all other meeting logistics. May further prepare meeting briefing documents by taking and disseminating notes and formulating post meeting action item lists.
Correspondence/Approvals: Supports Director by acting as a proxy for communications and approvals as authorized. Answers general questions as necessary and refers (filters) routine matters to appropriate parties and follows up to ensure proper disposition.
Travel: Responsible for making travel arrangements for the principal. Carefully considers and decides the optimum travel arrangements and itinerary for calendared meetings while managing Cisco expenses.
Special Projects: Provides analytical support to assist Executive on special projects. Researches issues, analyzes problems, compiles data, and prepares reports.
In addition to the general administrative duties of an Administrative Assistant, daily tasks are carried out at a higher level of complexity. This includes researching issues, analyzing problems, determining approaches, compiling data and preparing reports. Due to the frequent engagement of the Director across Cisco as a whole, this individual will interface with and coordinate activities with other EA's and executives in Cisco. Work is generally of a critical and confidential nature.
Who You'll Work With
You will be part of a global User Experience and Design organization that is developing the next generation of collaboration applications that will power the workplace. The team consists of Interaction Designers, Visual Designers, User Researchers and Program Managers.
Who You Are
6+ years' experience in an administrative environment. A minimum of two years of experience supporting a principal who was at the Director level and above.
Must be able to work in San Jose office.
* Great attention to detail and the maturity to handle confidential information is a must.
Advanced knowledge of Mac/Windows desktop computer applications: Outlook, Word, Excel, PowerPoint.
Past work experience in the high-tech industry is desired; prior Cisco experience preferred.
Excellent verbal and written communication skills including the ability to communicate with all levels of Executive/Senior staff and clients.
Collaborative style, with excellent teamwork.
Champions improvements. Solves problems and makes decisions. Demonstrates leadership.
Works in an organized and disciplined manner. Very detail-oriented. Proactive by nature.
Advanced desktop calendar management program experience.
AA Degree desirable.
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