Administrative Assistant II

The Connected Selling Experience IT (CSE-IT) organization is a critical part of Cisco's success. Our goal is to transform the selling experience by leveraging data, business process and a simplified user interface to connect Marketing and Sales organizations. CSE-IT encompasses Marketing, Sales, Partner, Content, Search and Integrated Digital Experience services. We are looking for an experienced administrative professional to provide vital support to directors and their teams and play a key role in Cisco's continued growth and success. This position is a career opportunity for someone with extensive experience and a proven ability to operate effectively in an independent, strategically focused role.

The Team:
Our all-star team is comprised of globally distributed leaders (Senior Director, Directors and Senior Managers) who lead IT organizations focused on Sales, Marketing, Partners,, internal web sites and enterprise content management systems.

The Work:
Work is generally of a critical and confidential nature. The ideal candidate deals professionally with sensitive and confidential matters and materials.

The position requires strong attention to detail and the ability to work in a fast-paced environment while executing multiple tasks. Strong organizational skills and willingness to adapt to changing priorities are needed including referring (filtering) routine matters to appropriate parties and follow up to ensure proper disposition.

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 Senior Director. In addition to supporting this Senior Director, you will also provide support to three other Directors on the 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 Senior Director’s team, attending her monthly staff meetings and quarterly all team meetings.

The role and responsibilities:
• Triage/manage the calendars of one Senior Director (principal) and three Directors with an eye on both near and future commitments as meeting requests arise and require prioritization. Proactive ownership of the calendar and regular communication with the principals to manage calendar entries is critical to success. For example, you may decide who gets on the principal’s calendar, which meetings are attended, and who can attend in her place.
• Assists principal in planning and organizing meetings by taking responsibility for, location, meeting technology (WebEx, TP), and catering needs based upon participant needs, and all other meeting logistics.
• Act as a liaison for the Directors in the coordination of meeting / scheduling activities and conference room reservations. You will often be the first engagement point for many stakeholders. Escalate urgent matters to appropriate parties and follow-up to ensure proper disposition.
• Travel planning, booking and expense reporting for the principal and directors’ domestic / international visits including Visa submissions and meeting scheduling / calendar management in destination locations.
• Event planning (i.e., team off-sites, potluck lunches, holiday events) location logistics, catering, and associated team activities.
• Leading our Social Squad team to help coordinate team fun events.
• Facility Management in San Jose and engagement with WorkPlace Resources (WPR) organization to ensure the office space is in working order and supports our needs to be productive and collaborative. This also includes engagement with technology teams as we manage any technical issues with our onsite collaboration tools.
• Maintain CSE-IT organization chart to ensure it is up to date.
• Ensure proactive engagement with the broader Administrator community as well as active alignment to the IT Administrator community. Play a role in supporting events and any requests as part of the broader Administrator community.
• Use experience and good judgment to take initiative in facilitating Cisco programs, policies and procedures.
• Manage day-to-day administrative processes associated with front office and team coordination with little to no supervisory input.
• In addition to the general administrative duties of an administrative assistant (AA), 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 AA’s, executive assistants (EA’s) and executives in Cisco.

The Requirements:
• AA/BA or equivalent experience.
• Prior Cisco experience
• 6-8+ years of experience supporting at the Executive level working in administrative environment or combination of education and experience.
• Ability to function in a very fast-paced environment.
• Experience in planning meetings, coordinating & booking travel, travel expense reporting and formatting presentations.
• Ability to make sound decisions.
• 3+ yrs experience/Advanced knowledge of Mac OS 10.x or Windows10 desktop computer applications; Office (version 2011 and/or 2016): Word, Excel, PowerPoint, Outlook calendar management.

Desired Skills:
• Ability to navigate web and email at high competency knowledge.
• Ability to format presentations and use financial programming applications.
• Excellent written and verbal communication skills. Communicates effectively with a diverse population, including all levels of Executive/Senior staff and clients.
• Generally receives no instruction on routine tasks and very little instruction on new projects.
• Responsible for solving problems of a complex nature based on experience and knowledge consulting directors or other management staff on decisions affecting budget, business, etc.
• Collaborative. Teamwork. Champions Improvements. Solve Problems. Make Decisions.

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Reference number US_EN_99_027950_12018123