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Executive Assistant – Equinix

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Job Summary

The Executive Assistant reports to a VP or VPs.

 

Responsibilities

Meeting and Event Planning/Preparation:

  • Streamlines meeting coordination by meticulously organizing and curating agendas and all essential meeting materials, including presentations and reports

  • Ensures a seamless meeting experience by taking care of all logistics, such as preparing and setting up meeting rooms, as well as arranging catering for both internal and external meetings

  • Exemplifies hospitality and professionalism by extending a warm and friendly welcome to external visitors and providing attentive greetings upon their arrival at HQ office

  • Excellently orchestrates business unit special events(in-person/virtual/hybrid), ensuring meticulous planning and organization to create memorable and impactful employee engagement

 

Support to the Global Marketing Leadership Team (MLT):

  • Provide invaluable assistance to the MLT weekly, serving as the trusted note-taker and ensuring the utmost confidentiality of all discussions

  • Assume the crucial role with strong partnership with Chief of Staff of organizing the programming and content for the weekly meeting cadence, ensuring each session is informative, interactive, inspiring, and aligned with the MLT’s objectives

  • Take the lead in driving projects assigned by the MLT during these meetings, ensuring their seamless execution and successful outcomes

 

Communications

  • Demonstrates unwavering commitment to confidentiality and handles highly sensitive information with the utmost professionalism and discretion

  • Takes ownership of curating and orchestrating onsite Marketing employee engagement events & respective MLT’s offsite, meticulously gathering all necessary materials, and ensuring the delivery of top-quality events(in-person/virtual/hybrid) that resonate with the audience

  • Consistently and proactively publishes engaging content on any onsite Marketing employee events/workshop, ensuring timely updates are readily available to the team

  • Collaborates closely with stakeholders, teams, and vendors to foster effective communication and alignment throughout the project lifecycle. Regularly communicates progress and milestones to the relevant parties to ensure transparency and accountability

 

Budgeting and Expense Management

  • Proficiently processes expense reports and purchase orders (POs), proactively overseeing their completion to maintain a streamlined and efficient financial workflow

 

Calendar Optimization and Travel Management

  • Excellently coordinates and manages intricate calendars across multiple time zones, ensuring optimal scheduling and seamless time management for busy executives

  • Possesses a keen eye for identifying opportunities to optimize executive time management, streamlining schedules to maximize productivity and focus on strategic priorities

  • Constantly evaluates and fine-tunes scheduling practices, ensuring executives’ calendars are balanced, with adequate time for important projects, meetings, and personal commitments

  • Strives to create a harmonious balance between productivity and well-being, fostering a conducive environment for executive success and work-life integration

  • Skillfully handles all aspects of travel arrangements with sound judgement, meticulously organizing logistics to facilitate smooth and stress-free trips

  • Demonstrates flexibility and efficiency in providing support to the wider senior management team when required, actively contributing to their success and productivity

 

Qualifications

  • Advanced proficiency in Microsoft Applications, including Word, Excel, PowerPoint, and Outlook, with a demonstrated ability to utilize these tools effectively to enhance productivity

  • Exceptional skill in prioritization and adaptability, thriving in dynamic and fast-paced environments while consistently delivering high-quality results

  • Highly organized and detail-oriented, displaying an innate ability to work independently and take initiative to drive tasks to completion

  • Proven capability to execute tasks and make informed decisions with minimal supervision, showcasing a proactive and self-reliant approach to work

  • Outstanding interpersonal skills, embodying a customer service focus that enables seamless collaboration with colleagues of diverse personalities and functional expertise

  • Embraces a great sense of humor, contributing to a positive and enjoyable work atmosphere that fosters team camaraderie

  • Desire for continuous growth and improvement

  • Excellent written and verbal communication skills, allowing for effective interaction and engagement with various stakeholders

  • Fluency in English

  • Previous experience as an Executive Assistant supporting VPs and above or similar leadership roles, showcasing the ability to handle confidential and high-stakes responsibilities.

  • Experience working in a culturally diverse and global company is a valuable asset, demonstrating adaptability and an inclusive mindset

  • Strong passion and determination to thrive at Equinix, contributing to the company’s mission of transforming the world’s connectivity

 

Equinix is an Equal Employment Opportunity and, in the U.S., an Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to unlawful consideration of race, color, religion, creed, national or ethnic origin, ancestry, place of birth, citizenship, sex, pregnancy / childbirth or related medical conditions, sexual orientation, gender identity or expression, marital or domestic partnership status, age, veteran or military status, physical or mental disability, medical condition, genetic information, political / organizational affiliation, status as a victim or family member of a victim of crime or abuse, or any other status protected by applicable law.

The targeted pay range for this position in the following location is / locations are:

  • San Francisco, CA / Bay Area: $89,000 to $142,000 per year

  • California (Non-SF/Bay Area), Connecticut, Maryland, New York, New Jersey, Washington state: $82,000 to $130,000 per year

  • Colorado, Nevada, Rhode Island: $74,000 to $118,000 per year