Please direct your responses to: hbolen@vmware.com
Senior Administrative Assistant
Administrative jobs at VMware are staffed by bright, organized, energetic and dependable people driven by a common company goal: to help us accomplish great things. We�re looking for a dynamic, take-charge Administrative Assistant to support the VP, Marketing Communications and Brand and the groups that support this department. The ideal candidate will play a central role in keeping the business operations/activities organized, on track and moving forward for the VP and her team. Candidates must have exceptional communications skills, be flexible yet thorough and possess the ability to manage multiple tasks efficiently while working productively in a fast-paced, team-oriented environment.
Job Responsibilities:
As an Administrative Assistant, you will provide administrative support to VMware�s VP, Marketing Communications and Brand in addition to members from respective teams where needed.
• Perform administrative tasks including; calendar and phone management, travel arrangements, preparing and tracking expense reports
• Coordinate and prepare for meetings and conference calls, including arrangement of logistics, meeting space, communications and catering
• Work as needed with VMware senior leaders to schedule meetings maintaining high degrees of confidentiality and sensitivity
• Assist in budget management, including tracking invoices, spend against plan, accruals and on-boarding of new suppliers
• Create, edit and proofread business communications and documents on behalf of the Executive�s utilizing MS Word, Excel and PowerPoint. Competency with SharePoint is a plus
• Assist in preparation of presentations, correspondence, metrics, charts, tables and graphs
• Act as liaison to other VMware Departments and with outside agencies and organizations
• Handle confidential and non-routine information and facilitate communication between appropriate departments
• E-mail, fax and copy documents; screen Executive's mail if needed
• Receive visitors, plan special events
• Administratively assist in other projects where needed
Requirements:
• Associate/Bachelor's degree preferred and at least 5 years of administrative assistant experience at a technology company, preferably supporting a go-to-market facing function like sales, marketing, support or service
• Ability to interact with senior staff members internal and external to the company
• Extremely strong organizational, project and time management skills; detail-oriented
• Strong sense of urgency and efficiency in completing work
• Ability to take self-initiative and be proactive
• Ability to multi-task and prioritize workload
• Proficiency with MS Word, Excel, PowerPoint, Outlook, Oracle and web applications.
• Experience with productivity apps (HR, expense reporting, travel, purchasing, IT etc.)
• Excellent verbal and written communication skills
• Excellent common sense and ability to make solid judgment calls independently
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