Executive Assistant Job at Salesforce, Inc. in Palo Alto

The Salesforce AI Research team is looking for a highly proactive Executive Assistant to join our team to support the SVP of Products & Architecture and VP of AI Research. Salesforce AI Research is an artificial intelligence research team that uses AI to empower customers and employees through next-generation capabilities delivered through simple experiences. As an Executive Assistant, you anticipate the needs of your executives and team members and help them to stay focused on their projects by resolving operational and administrative issues before they arise. You operate autonomously and move quickly with the changing environment. You are extremely organized and ready to take on a wide range of projects that are not within the typical Executive Assistant job description. You possess strong business judgment and communication skills needed to interact with a variety of people and job functions.

Qualifications

• Experience managing projects from conception to completion and solving operational issues as they arise.
• Ability to quickly learn new tools and technologies; Interest and experience in using technology to improve work efficiency.
• Build efficiency and effective responsiveness into existing operations.
• Great teammate who is able to collaborate effectively with a diverse range of people and job functions.
• Agility and flexibility in response to changing priorities and needs.
• Proven ability to manage multiple projects, work under pressure, and consistently meet deadlines.
• Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges.
• Expectation of complete confidentiality on all business matters.
• Strong oral and written communication; Ability to communicate clearly and effectively with senior leaders and external partners.
• Able to work onsite at the Palo Alto office when executives are in the office and when there are events.

Responsibilities

Administrative Partner to SVP of Products & Architecture and VP of AI Research

Complete core administrative responsibilities and ensure alignment with corporate priorities and policies.

• Communication with Executives: Meet 1:1 on a regular basis with SVP of Products & Architecture and VP of AI Research; message executives based on urgency and keep them up-to-date on any missed communications and action items.
• Executive Meeting Preparation: Support executives in developing timelines to prepare for critical meetings, ensure there are meeting agendas, take notes as needed, and follow up with the team on action items.
• Team Reminders: Remind the team to send updates and complete action items by deadlines.
• Calendar Management: Manage daily, weekly & quarterly priorities.
• Travel Management: Arrange executive travel and help approve team travel within up-to-date travel policies as set forth by the company.
• Expense Reports: Ensure expense reports adhere to Salesforce policy and are submitted and approved in a timely manner.
• Team Events: Organize team events for executives.
• Palo Alto Office Support: Book rooms, order lunch, greet and escort guests, and support onsite events for executives.
• Support PM Initiatives: Coordinate reviews, reading groups, strategy discussions.
• Procurement Management: Track down executive inputs.
• Monthly Newsletter: Compile roadmap information for the newsletter.
• Headcount Management: Assist with headcount management needs.
• Recognition Management: Compile, submit and notify executives about team recognition.
• Demo Environment Access: Manage and track team member access to demo environment.
• Onboarding Team: Onboard new team members on legal, security, procurement and ethics processes.
• Confidentiality/Compliance: Exhibit the highest standards of Salesforce confidentiality and have an increased understanding of Salesforce policies/procedures.

Trusted Business Partner

Communicate with and establish trust with internal and external partners who support Salesforce AI Research and our corporate vision and goals.

• Executive Assistants: Prioritize asks, keeping in mind AI Research team’s priorities.
• AI Research Team: Know the team’s priorities and typical flow of events, point the team to relevant resources.
• Customer Team: Partner with Customer Team/AEs to coordinate customer visits with AI Research team to influence pipeline and meet customers’ AI goals.
• PR/Marketing: Liaise with PR/Marketing team to prioritize asks, develop milestones to ensure executives are ready for PR briefings and presentations.
• Recruiting: Coordinate candidate interviews, ensure executive availability for intern events, and expedite approvals as needed.
• Facilities and Tech Support: Partner with Facilities and Tech Support teams on team and event needs in the Palo Alto office.
• Legal: Partner with Legal on patent tracking and ensuring compliance with all Salesforce policies.
• External Stakeholders: Build rapport when communicating with external partners, such as customers, AI community, and academic community.

Operations Team Member & Culture Ambassador

Complete with operational excellence, organize events aligned with team and company goals, and promote Salesforce culture.

• AI Research Operations Team Member: Collaborate with Operations team members to enable the success of AI Research team through operational excellence.
• Internal Communications: Ensure team operates with clear goals through driving participation in key meetings and action items.
• Employee Success: Drive team participation in quarterly check-ins, V2MOM check-ins, vision and goals writing, employee surveys, and mandatory training.
• Culture of Connected & Engaged Teams: Organize team events, drive volunteer hours towards goal, and keep the team calendar up-to-date.
• AI Research Operations Programs: Support in additional program management and onsites/offsites as needed.