Principal Executive Assistant

Department Description: Salesforce Executive Assistants (EAs) are experienced professionals who support our top executives globally. As strategic partners, they maximize the productivity of our leaders and their teams ensuring they stay focused on company goals while exemplifying Salesforce’s values and high-performance culture. Salesforce EAs apply their skills and tailor their approach to the executive’s job functions, personality, and communication style. Salesforce’s diverse, supportive culture is eager to welcome another strong contributor to our expanding team.

Your impact: Our Executive Assistants understand that the success of the executive is a reflection of their work and vice versa, which creates a true atmosphere of teamwork and job satisfaction.

Core Responsibilities: Complete a broad variety of administrative tasks, including managing an active calendar, completing expense reports, composing correspondence, arranging travel plans, and coordinating office events. Implement a functional personal operating structure that incorporates key timelines and business goals, ensuring efficient task prioritization and management. Proactively manage and coordinate the executive's schedule and priorities to ensure the efficient use of their time and energy. Coordinate various types of meetings and support the executive's participation in industry events, conferences, and speaking engagements. Customize calendar and meeting support based on strategic understanding of Executives' preferences and priorities. Implement meeting best practices, assist with preparing materials and setting agendas, and confidently drive the narrative and tone for Executive and Admin meetings. Collaborate effectively with employees from other teams within Salesforce and senior executives inside and outside the company. Plan travel schedules and bookings for a streamlined experience, ensuring a balance between travel objectives, executive preferences, and cost optimization. Book travel within Salesforce’s policy, considering travel visas, costs, and proper documentation. Coordinate and monitor internal projects, ensuring timely progress and resolving issues promptly. Manage multiple tasks and priorities in a fast-paced leadership environment, and consistently meet required timeframes. Assist in coordinating the agenda of management team meetings, off-sites, and all-staff meetings. Research, prioritize, and follow up on issues and concerns as requested by the executive keeping the SLT advised when appropriate. Act as a “barometer” to sense and communicate issues within the environment to the executive Complete critical tasks with a hands-on approach, including drafting materials. Establish and maintain internal networks, effectively collaborating and navigating complex, matrixed organizations. Maintain professional and effective relationships with other Executive Assistants across the company to ensure smooth communication and coordination. Champion early adoption and act as a beta-tester for tools used by the Executive & Admin Team. Educate others on the use of these new technologies when deployed as generally available. Understand Procurement and PO Guidelines, policies, and process, and effectively complete purchase order requests. Manages procurement records, including purchase orders. Lead initiatives for the Admin Team, including but not limited to projects, processes, and learning opportunities with org-wide impact. Demonstrate consistent leadership, act as a Trail Guide for new hires, and provide mentorship to other Admins. Perform other administrative and project duties as needed. Minimum Requirements: 10+ years of applicable administrative experience, ideally from a global software business or professional services organization. Proven experience supporting high-level executives in a global, matrixed organization. Excellent teamwork skills with a collaborative approach to suggesting and implementing improvements. Strong relationship-building skills and the ability to create a personal network throughout the global company. Clear and effective communication skills with stakeholders in a highly responsive, professional manner. Ensures communications are clear, thorough, specific, and followed through. Reduces “noise” for the Executive by distilling information into the most important “signals” of things to know, questions to answer, decisions to make, etc. Displays confidence and diplomacy in communication, identifying blind spots and clarifying additional context when needed. Demonstrates sound judgment and ability to make sound decisions on the Executive's behalf when called to do so (including knowing when to defer answering on their behalf). Predict and forecast Executive's preferences, using best judgment in all aspects of Executive support. Ability to handle confidential material with the utmost discretion. Maintains confidentiality and trust. Intermediate project coordination experience. Ability to drive projects and initiatives forward in an ambiguous environment with varying timeframes, identifying and addressing team, business, and cultural needs when appropriate. Experience partnering with senior management in our fast-paced, innovative environment. Experience working with/in large administrative teams. Expert knowledge of Google Suite (Gmail, Calendar, Docs, Drive, GMeet). Experience with Quip, Slack, Salesforce, Tableau, Concur, and Coupa is a differentiator. Additional Desired Skills/Traits: Customer-centric orientation, a bias towards action, and high attention to detail. Experience working in close collaboration with an executive’s COO (or equivalent). Ability and desire to build new competencies and accept new challenges. Natural curiosity to understand the global DNA of the company and its organizations. Passion for technology and innovation, staying proficient with tools and new ways of working with the ability to educate others on new technology

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