Senior Administrative Assistant

Oct 09, 2016
Oct 19, 2016
Employer Type
Direct Employer
Employment Type
Full Time
Provides administrative/clerical support to a function, group or customer base. Supports an SVP or below.

Spends less than 20% of time providing administrative support to relieve managers and staff of administrative and clerical details. Spends more than 80% of time on special projects. Projects may include equipment management, training new hires on policies and procedures, project coordination and logistics, documentation and collateral coordination, liaison to Human Resources, create administration manuals. May participate in operational task forces. May analyze basic spreadsheet models and track projects.

Works on assignments that are complex in nature where considerable judgment and initiative is needed in resolving problems and making recommendations. Exercises judgment within defined procedures and practices to determine appropriate action. Normally does not receive work instructions, may determine methods and procedures on new assignments and may supervise other administrative employees. Ability to work in a dynamic fast paced environment. Knowledge of spreadsheet applications. Demonstrated strong organizational skills. Proactive and resourceful. Self-motivated. Proficient in desktop applications such as MS Word, Excel, PowerPoint, email messaging tools, etc. BA/BS degree or equivalent. 2 - 4 years of related experience.

*Oracle is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability and protected veterans status or any other characteristic protected by law.*

Job Title Executive Administrative Assistant

Department Corporate Communication: AR

Location Redwood City, CA

*PLEASE NOTE: There is a strong preference for candidates who are local to our HQ location in Redwood City, CA but consideration may be given to candidates in other US based locations.*

Provides senior administrative support to VP of Analyst Relations.

Department Description Analyst Relations

/ Internal stakeholder alignment, external analyst engagement, and helping sales sell. /

The Analyst Relations team spent years building excellent relationships with the most influential analysts around the globe. The team is positioned to provide strategic communications counsel to stakeholders and coach spokespeople to influence analysts effectively. Because the team proactively approaches analysts, delivers complete and accurate information about Oracle products and services, the team has also been extremely successful turning critics to a neutral position and those who are neutral into likers and brand evangelists. With regard to the Oracle sales funnel, the Analyst Relations team helps generate demand by driving analyst research agendas, enhancing customers purchase consideration, and thereby increasing sales.

Job Description

Spends ~70% of time providing administrative support. Spends ~30% of time on projects.

Admin support responsibilities include screening calls; managing calendars (being aware of time-zones); making domestic and international travel, meeting and event arrangements; process expense reports; preparing presentations.

Projects may include event support and management, coordination and logistics, documentation and collateral coordination, analysis of basic spreadsheets and track projects, consolidating content and distributing of AR newsletter. Responsibility for maintenance of community page and approval processes.

1. Being present and flexible during a working week - which may vary slightly given schedules:

In the office 8am-5pm (or 9am-6pm) standard work day (8hrs), with an hourly lunch

In general no overtime is necessary

Friday working from home

Flexible in regards to travel and timing within the Bay Area at certain times a year e.g. management offsite, team offsite, OpenWorld

Scheduling a weekly in person 30min check-in meeting between EA and VP

2. Deliver high-quality output, providing top performance in the following areas:

From a look & feel perspective (e.g. ppt, xls) - output needs to appeal to the eye, be easy to read and understand

From an English writing & grammar perspective in emails, and calendar invites, meeting minutes output needs to be correct, and without mistakes

Proof-reading e.g. email and calendar invites before sending them out

3. Staying on top of day-to-day admin support in areas like:

Managing calendar: scheduling calls and meetings in accordance to priority, match to calendar adding the right and necessary information in regards to meeting partner(s), topic, timing, location, following up with non-responsive meeting partners, keeping the regular cadence calls up to date, being aware of time-zones

Booking domestic and international travel: finding the right (fast, most direct, comfortable) transportation means, flights in accordance with company rules (cost) & fit to personal style (comfort, and mileage club membership), and hotels based on meeting locations adding all travel times, locations, activities (incl flights, transportation, hotel) to calendar with local start and end dates

Process expense reports: in a timely manner and handled in accordance with company rules, making best recommendations for full reimbursement of all cost and inconveniences

4. Project support for the AR business. Projects may include:

Collecting and consolidating input from the team, making recommendations based on input received, checking on overlaps, or discrepancies

Preparing presentations according to Oracle branding guidelines

Event support and management, including coordination and logistics

Budget management

Job Requirements

Demonstrated strong organizational skills.

Strong computer and Internet research skills.

Strong proficiency in Outlook, Word, Excel, and Powerpoint.

Flexibility, working successful under pressure.

Excellent interpersonal skills, and the ability to collaborate well with all levels of internal management and staff, as well as outside clients and vendors.

Sensitivity to confidential matters.

Ability to work in a dynamic fast paced environment. Proactive and resourceful. Self-motivated.

Project coordination experience, and effective support meeting deadlines.

BA/BS degree or equivalent preferred. 5 years of related experience.

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