Cadence Design Systems, Inc. Sr Executive Administrator in San Jose, California
At Cadence, we hire and develop leaders and innovators who want to make an impact on the world of technology.
Senior Executive Administrator will support the Senior Vice President of Marketing and Business Development (executive) with administrative duties and other responsibilities as assigned. The position also involves supporting the direct reports of the executive as needed. Confidentiality is extremely important as you will be exposed to sensitive and non-public information.
Manage and maintain executive’s schedule and appointments. Administer complex and heavy dynamically changing calendaring, ensuring meetings, lunches, breaks, work time, travels, appointments, etc. are scheduled accordingly and reserved in a timely manner. Understand the company’s organization structure, key interfaces and prioritize meetings accordingly as well as based on urgency. Schedule and update regular staff meetings, 1:1s, customer meetings and other internal and external meetings accordingly and as requested. Color coordinate type of meetings. Add WebEx as needed for video and/or teleconferencing. Set up conference room to display projector on screen with presentation(s) and dial-in as needed.
Calendar maintenance will require checking of email and text outside of standard work hours (9-5) to ensure the executive’s schedule is accurate and current.
Open, sort, and distribute incoming correspondence, including mail, faxes and email. Answer all incoming telephone calls from executive’s phone line. Take messages and reply as needed.
Enter executive’s business expenses in a timely manner and accurately in Concur. Scan and save receipts and attach them in Concur for each business expense (for proper back up documentation).
Book and manage travel, hotel and/or car transportation as needed and in a timely manner. Ensure all logistics are confirmed and update executive with any changes. Enter in all travel information and attach all confirmations in Outlook Calendar and provide hard copies in a travel folder for executive.
Plan, organize and manage MBD staff offsite meetings, including but not limited to the following logistics: venue, meals, agenda, audio and visual, onsite office supplies, projection of presentation and team building activity. Work with Events or Travel Team to ensure venue contract is in place and confirmed to terms and conditions set forth.
Assist Corporate Events team with various events, such as Trade Shows, User Conferences, etc., when needed. May require travel and overnight stay.
Plan and coordinate quarterly MBD All Hands Meeting and Social events with group and business partners. Ensure social events are planned within budget. Work with IT Department to ensure audio and visual needs are fulfilled for quality recording and sound.
Plan and coordinate regular MBD organizational lunch roundtables with executive’s direct reports’ team members. Order lunch for all attendees. Write up meeting minutes and include any feedback from attendees.
Manage Marketing Weekly Update Report, using PowerPoint, on a weekly basis. Submit compiled report weekly to executive for review.
Interact and provide exceptional service to executive staff members, all administrators and internal personnel from all departments at all levels and external customers and vendors. Work closely with all parties to complete tasks in a timely manner with quality work.
Enter in purchase requisitions/POs in Coupa as needed, in a timely manner and provide appropriate documentation for approval.
Update FileMaker accordingly with budget names on a weekly basis and update cost center budget on a monthly basis. Work with Finance Business Partner to complete budgets accurately.
Order office and kitchen supplies as needed.
Scan business cards using CardScan and transfer data to executive’s Outlook Contacts.
Other responsibilities as assigned.
This position requires a HS degree, BA/BS preferred, with 5+ years experience supporting an executive-level principal (VP & above)
Needs to be very detail oriented and reliable
Proven track record in providing comprehensive support to senior level management
Ability to multi-task in a fast-paced environment
Ability to anticipate executive needs and act accordingly
Strong communication, organizational and interpersonal skills
Proficient with MS Office, including Outlook, Word, Excel and PowerPoint
Ability to keep confidentiality
Flexibility in schedule
Strong administrative experiences
We’re doing work that matters. Help us solve what others can’t.
Cadence plays a critical role in creating the technologies that modern life depends on. We are a global electronic design automation company, providing software, hardware, and intellectual property to design advanced semiconductor chips that enable our customers create revolutionary products and experiences.
Thanks to the outstanding caliber of the Cadence team and the empowering culture that we have cultivated for over 25 years, Cadence continues to be recognized by Fortune Magazine as one of the 100 Best Companies to Work For. Our shared passion for solving the world’s toughest technical challenges, our dedication to pushing the limits of the industry, and our drive to do meaningful work differentiates the people of Cadence.
Cadence is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, basis of disability, or any other protected class.