Senior Administrative Assistant

Do you want to advance your career with the world’s first cloud company? Since 1998, Oracle NetSuite has been on a mission to deliver an agile, unified application suite that gives leaders a complete view into their business. Our team is growing, and we’re looking for people like you to help us make a global impact.

As the leading cloud business system, NetSuite includes financials, inventory management, HR, professional services automation, commerce, and more. Tens of thousands of customers all over the world trust NetSuite to give their businesses the visibility, agility, and control needed to make data-informed decisions quickly.   

NetSuite is a place where you can build your career and have fun while doing so! We’re invested in our people, our customers, and the community. As part of Oracle, our benefits are second to none. Joining our passionate team means that you’re ready to take your career to the next level. With priceless learning opportunities, strong support, incredible innovation, and volunteer opportunities, NetSuite is committed to creating a workplace where everyone feels empowered and set up for success.

Job Overview:

We are seeking an experienced, proactive, and resourceful Senior Executive Assistant to provide high-level support to our Group Vice President (GVP) and his four (4) Industry Leaders. The ideal candidate will be tech-savvy, creative, and able to thrive in a fast-paced, high-demand environment. This role requires someone with a strong sense of urgency, accountability, and the ability to anticipate needs before they arise. You will play a critical role in ensuring the GVP and his directs operate efficiently, with seamless communication and support across multiple time zones and business units.

 

Key Responsibilities:

• Administrative Support: Provide full administrative support, including calendar management, travel arrangements (domestic and international), meeting coordination, and expense management for five (5) executives.
• Meeting Preparation & Documentation: Prepare agendas, gather materials, and support key team leadership meetings. Take detailed meeting notes and ensure timely follow-up on action items.
• Onsite Support – Work from the office 2-3 days per week. Support local office events, initiatives, and activities.
• Event Planning and Coordination: Plan several annual events, including negotiation and contracting of meeting space, travel itineraries, accommodations, logistics, and catering.
• Project Management: Assist in managing key projects, tracking timelines, deliverables, and ensuring effective communication across stakeholders. Drive follow-up on action items and monitor progress.
• Communication and Liaison: Act as a point of contact between supported executives and internal/external stakeholders. Handle communications with professionalism and diplomacy, maintaining confidentiality and managing sensitive information.
• Tech Savvy Support: Leverage modern technology and software to optimize workflow and drive efficiency. Utilize tools like Microsoft Office and video conferencing solutions. 
• Resource Management: Assist in budgeting, expense management, and procurement of office supplies. Monitor and track expenditures, ensuring compliance with company policies.

 

Qualifications:

• Experience: Minimum of 3-5 years of experience as an Executive Assistant, with at least 3 years supporting senior executives in a fast-paced, global environment.
• Sense of Urgency: Demonstrated ability to manage multiple tasks simultaneously, prioritize effectively, and respond to high-pressure situations with speed and precision.
• Accountability: Highly organized with a strong sense of ownership and accountability. Able to manage deadlines and ensure deliverables are met.
• Tech Savvy: Proficient in Microsoft Office Suite, including MS PowerPoint, and video conferencing platforms. Ability to quickly learn new tools and technologies.
• Creativity: Strong problem-solving skills with a creative mindset to find innovative solutions to complex challenges.
• Communication: Exceptional written and verbal communication skills, with the ability to engage professionally across all levels of the organization. 
• Confidentiality: Proven ability