The posting
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 to support our new President, Global Strategic Customers & Partners.
Your Impact: As a Salesforce Principal EA, you will partner closely with the President & CEO JAPAC, acting as an extension of their leadership to support and enhance their brand, work, and personal commitments. You are a creative problem solver who thrives in a matrixed, global, results-oriented, and values-driven environment. You exercise excellent judgment and maintain confidentiality. Your strong written and verbal communication and administrative and organizational skills enable you to proactively support the President, Global Strategic Customers & Partners, helping maintain a realistic balance among multiple priorities. You excel under pressure in a highly visible role while handling various activities in a fast-paced environment.
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. Be willing and capable of leveraging technology to streamline tasks and enhance efficiency and productivity.
- 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 meetings and support the Executive's participation in industry events, conferences, and speaking engagements.
- Customize calendar and meeting support based on a strategic understanding of the Executive’s preferences and priorities.
- Implement meeting best practices, assist with preparing materials and setting agendas, and confidently drive the narrative and tone for Executive and administrative 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.
- Flexibility to assist with personal tasks and commitments.
- 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 staff meetings.
- Research, prioritize, and follow up on issues and concerns as requested by the Executive, keeping the Leadership Team 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 EAs across the company to ensure smooth communication and coordination.
- Champion early adoption and act as a beta-tester for tools the Executive & Admin Team use. Educate others on using these new technologies when they are deployed as generally available.
- Understand Procurement and Purchase Order (PO) guidelines, policies, and process. Effectively complete PO requests, and manage procurement records.
- 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.
- 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. Ensure communications are clear, thorough, specific, and followed through.
- Reduce “noise” for the Executive by distilling information into the most important “signals” of things to know, questions to answer, decisions to make, etc.
- Communicate confidently and diplomatically while identifying blind spots and seeking additional context when necessary.
- Demonstrate sound judgment and decision-making on the Executive's behalf when appropriate, including knowing when to defer answering on their behalf.
- Predict and forecast the Executive's preferences, using best judgment in all aspects of executive support.
- Handle confidential material with the utmost discretion, maintaining 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 a fast-paced, innovative environment.
- Experience working with/in large administrative teams.
- Expert knowledge of Google Suite (Gmail, Calendar, Docs, Drive, GMeet). Experience with 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.
- Professional demeanor and ability to retain strict confidences as necessary.
- Experience working in close collaboration with an executive’s Chief of Staff (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 teams.
- Passion for technology and innovation, staying proficient with tools and new ways of working, and actively encouraging and educating others to embrace and adopt these changes.
