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Executive Assistant I

Job Description

Job Description – Executive Assistant I

Siemens is seeking a responsible and motivated Executive Assistant to support our high-demand, fast-paced Lifecycle Collaboration Senior Vice President. This will be a highly visible role in an international team who will be liaising with senior executive teams across the business. 

The position’s main duties include: scheduling and managing meetings and conferences, coordinating logistics for customer and partner “Red Carpet” visits, scheduling domestic and international travel arrangements, maintaining daily calendars, setting up appointments, processing highly confidential and critical information, processing expenses and purchase requisitions, reviewing and coordinating approvals, creating and analyzing complex reports, ordering and maintaining equipment and supplies, collaborating with contacts in other facilities to organize events in global locations, acting as an information resource on organization policies and procedures, coordinating special projects and department activities, recording notes and actions from meetings, supporting new hire onboarding, and completing other duties as needed. 

A successful incumbent will: be proactive, meet deadlines, work efficiently, and communicate effectively. Our ideal candidate has previous experience as an executive assistant on a global level and is familiar with office management technologies. Ultimately, candidate should be able to identify and proactively address the needs of senior managers and perform administrative tasks to ensure the group runs smoothly.

Responsibilities and Requirements:

• Provide high-level and detailed administrative support.

• Understand high level objectives and initiatives to help assess relative priority.

• Manage executive’s calendar, including scheduling standing and ad-hoc meetings.

• Schedule and support executive’s travel needs.

• Be familiar with day-to-day details; know daily priorities of executive is (e.g. meeting details).

• Act as a point-of-contact among executives, employees, clients, and other external partners.

• Support logistics of on-site (Costa Mesa, CA) conferences, customer, and employee meetings.

• Support equipment and supply needs across multiple sites, as needed.

• Solicit and engage site volunteers from major offices in coordinating team-wide events.

• With administrative team peers and site volunteers, coordinate multi-site events (e.g. Town Halls, employee engagement activities, etc.).

• Coordinate interaction and communication of administrative team within segment.

• Support multiple time-zone needs. Manager is in Pacific Zone.

• Organize and evaluate expense request prior to executive approval; process items as needed.

• Organize organizational request changes prior to executive approval; process items as needed.

• Track time off and travel scheduled off for executive and his/her team members.

• Write meeting notes, decisions, and action items from executive forums.

• Manage employees’ personnel files; process new hires and terminations.


Qualifications and Skills:

• Strong Microsoft skills in: Outlook, Excel, Word, PowerPoint, OneNote, SharePoint, and Teams. 

• Experience in Workday required. Experience in SAP, Concur, etc. preferred.

• Excellent organizational skills, including detailed follow-up and tracking to completion.

• Strong written and verbal communication skills.

• Excellent time management and prioritization skills.

• Positive team collaboration approach.

• Self-directed and able to work without supervision.

• Able to work independently and in teams effectively.

• Detail oriented with ability to interface with personnel at all levels.

• Energetic and eager to tackle new projects and ideas.

• Able to organize and manage large amounts of tasks, schedules, and information.

• Able to concentrate on multiple challenges and tasks concurrently.

• Able to run reports, analyze data, and provide valid insights.

• Uphold a strict level of confidentiality.

• Ensure attention to details and proofreading.

• Ability to research company guidelines and procedures and follow in all instances.

• Comfortable working with a large, fast-paced group of people on a global basis.


Education and Experience 

• Associate degree in Office Administration or similar field required; Bachelor’s degree a plus.

• 5+ years Executive assistance experience supporting senior-level executive in administration, business, management, or related field – corporate and global experience preferred.

• On-site support (hybrid model) in Costa Mesa, CA building preferred.


The salary range for this position is $62,700 to $112,900. Siemens offers a variety of health and wellness benefits to employees. Details regarding our benefits can be found here: www.benefitsquickstart.com. In addition, this position is eligible for time off in accordance with Company policies, including paid sick leave, paid parental leave, PTO (for non-exempt employees) or non-accrued flexible vacation (for exempt employees).


 At Siemens we are always challenging ourselves to build a better future.  We need the most innovative and diverse Digital Minds to develop tomorrow’s reality.  Find out more about the Digital world of Siemens here:  www.siemens.com/careers/digitalminds

#LI-PLM 

#DISW

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Organization: Digital Industries

Company: Siemens Industry Software Inc.

Experience Level: Experienced Professional

Full / Part time: Full-time



Equal Employment Opportunity Statement
Siemens is an Equal Opportunity and Affirmative Action Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.

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