Executive Assistant

Responsibilities

• Heavy calendar management: set appointments, prioritize & juggle appointments in the moment. Must be able to independently identify and resolve issues with calendar and schedule.
• Able to proactively anticipate sequencing of meetings
• Manage a global calendar with multiple time zones, sometimes for a single meeting
• Handle a complex travel and accommodation schedule using the internal Equinix travel program wherever possible (with need to juggle multiple requests in the moment and resolve scheduling issues)
• Organize complex domestic and international travel, thinking out of the box for creative ways to keep costs down
• Exercise sound judgment and discretion in handling confidential and sensitive information
• Meetings/event preparation, set-up and follow-up, including presentation proofing and edits
• Attend meetings as required and ensure action item follow-up
• Prepare expense reports, and review direct reports expenses, ensuring all expenses are accurate and within policy guidelines
• Process POs and actively handle to completion
• Plan and organize Operations leadership meetings and event planning
• Prepare for and support meetings, both telephone and in-person – often at the direction of Global Operations Chief of Staff
• Must know how to run all types of remote meetings using various platforms – Zoom, Teams, most prevalent
• Special projects as requested (ad hoc tasks)
• Aid in managing customer and employee relationships and meetings
• Must be able to work flexible hours on occasion
• Able to interact with other C-level executives, board members, shareholders, employees, and clients
• Answer phones and screen calls
• Must be able to coordinate & work well with team of Equinix EAs and with internal support organization to develop positive and productive partnerships in support of the business

Qualifications

• 3+ years of administrative experience (or equivalent) required, with c suite executive level management support experience preferred
• Expert proficiency in MS Office - PowerPoint, Excel & Word is required
• Extraordinary attention to detail and a dedication to meeting expectations for quality and accuracy
• Excellent written and verbal communication skills
• Dedication to the highest degree of discretion and respect for confidentiality
• Highly organized and excellent at planning
• Previous work experience in a fast growth, international, technology company preferred
• Previous work experience at a global company preferred
• Knowledge of international travel booking protocols, visas and how to obtain most current information on country travel requirements