Executive Business Assistant at VMware

The Work: What type of work will you be doing? What assignments, requirements, or skills will you be performing on a regular basis?

• Business admin support in all interpersonal, communication, and administrative matters for the VMware Regional Director and ad-hoc for other members of the SSA Leadership team where relevant
• Identify and implement process improvements where needed and lead projects to increase productivity
• Prepare internal and external communications as required
• Complex diary management including the booking and management of domestic & international travel via external portal system
• Arranging team meetings including managing all pre-reading, attending & taking minutes in meetings, following up on outstanding actions, budget management and relevant PO Management
• Manage expense report submissions for the executive and checking/approvals of team members reports in line with policy.
• Coordinate general administrative and organizational matters, e.g. organizing files; set up new starters; team holiday tracker; updating organization charts
• Preparation of moderate to complex spreadsheets and high-level presentations using e.g. MS Excel / PowerPoint
• Compose and edit correspondence on behalf of the executives
• Gather data from a variety of sources for inclusion in reports and presentations
• Interpret and relay company policy information; keeps executive informed of any deviation on items that may require personal attention and approval
• Act as a liaison between groups under the responsibility of the executive
• Sensitively handle confidential material meaningful to company operations
• Sourcing and Vendor Management
• Event planning and co-ordination

Success in the Role: What are the performance outcomes over duration of the contract you will work toward completing?

• Work proactively, independently and accurately
• Strong experience in project and process management
• Strong integrity
• Strategic mindset with a holistic view on all aspects
• Deeply well organized and ability to manage multiple executives
• Outstanding interpersonal skills
• Experienced knowledge of MS Office (Word, Excel, PowerPoint) and OUTLOOK
• Experience of Workday, Concur & Coupa
• Excellent communication etiquette
• Discrete and confidential nature (maintains confidentiality)
• Outstanding high level written and verbal communication skills
• Able to collaborate with high-level internal and external contacts
• Experience of organizing external and internal meetings and events