Summary

Posted: Feb 29, 2024

Weekly Hours: 40

Role Number:200540361

Do you love helping people and acting as a trusted resource to others? Do you enjoy building deep expertise as well as navigating new and different tasks every day? As a part of our Administration group, you will be the center hub of your department, coordinating between Apple’s employees and the outside world. You will help keep people organized and focused across multiple dynamic environments. This role presents a broad range of responsibilities; from assisting senior executives to greeting and guiding Apple employees and visitors, to coordinating a group’s day-to-day needs. More meaningfully, you will become a trusted source of support other Apple employees know they can count on. Join our team, and together, we can turn every single day into a chance to make our workplace better everyday! This position supports all operational aspects of the Brazil office, including administrative support to executive leadership. We seek a collaborative team member who is well-organized, and able to effectively multi-task, prioritize, and take the initiative. The role of the administrative assistant includes the preparation and set up of executives visits, agenda, logistics, and full preparation of those events. Also includes meetings set up and overall agenda management for the Country Manager and Leadership. Additionally, you will manage expense reports, corporate card reports, travel itineraries, vendors support including catering, transportation, conference room allocation, and request of electronic devices for internal use and inventory management. This role is accountable for managing resources and budgets effectively by partnering closely with our facilities and finance team.

Key Qualifications

• Minimum of 6-10 years experience assisting C level executives
• Administrative support including scheduling meetings, answering phones, booking travel, processing expenses and invoices
• Excellent organization skills, acute attention to detail, ability to handle multiple tasks in a fast paced and time sensitive environment.
• Proven track record of meeting deadlines and taking initiative to make confident and well-informed decisions.
• Efficiently organized with the ability to anticipate change and pivot quickly
• High level of integrity with the ability to balance confidential information with discretion
• Proficiency in Apple products and programs such as Calendar, Numbers and Keynote
• Proven Excel proficiency
• Outstanding verbal and written communication skills, with experience in creation and management of executive-level communications
• Inventive self-starter; eager to learn and grow, tackle new challenges, share standard methodologies and bring a positive demeanor to the position
• Self-reliant; able to work on your own and solve issues without leadership involvement
• Collaborative, self-motivated and eager to take on new challenges
• Proficient in English and Portuguese. Spanish a plus

Description

Provide administrative support to multiple team leaders at the executive or leadership level. Manage cross-functional calendars, organize meetings and videoconferences, quickly develop an understanding of the teams' operations, culture, policies and procedures. Plan and coordinate offsite meetings and directly interact with other executive admins and executives within Apple. - Manage and maintain calendars and coordinate appointments, meetings, conference calls, for executives, including extensive rescheduling, ensuring that all meeting logistics are taken care of. - Plan, coordinate and communicate employee events such as group meetings, off-sites and all-staff forums. This goes beyond inviting participants and booking rooms - the Executive - Assistant is also responsible for ensuring that objectives are clear, preparation is appropriate and budgets are managed. - Handle administrative tasks for assigned leaders such as booking travel, managing budget and expenses and helping to prepare for presentations. - Support all facilities activities for the team, including office moves, ordering equipment, coordinating catering, maintaining standards and supplies in multiple locations, conference room management and badge access requests. - Understand team growth plans to anticipate and address facilities and on-boarding needs.

Education & Experience

Bachelors degree preferred

Additional Requirements

Additional Requirements