Executive Assistant, Global Finance

Who are we?

Equinix is the world’s digital infrastructure company®, operating over 250 data centers across the globe. Digital leaders harness Equinix's trusted platform to bring together and interconnect foundational infrastructure at software speed. Equinix enables organizations to access all the right places, partners and possibilities to scale with agility, speed the launch of digital services, deliver world-class experiences and multiply their value, while supporting their sustainability goals. 

 

A career at Equinix means you will collaborate on work that impacts the world and be surrounded by endless opportunities to learn new skills and grow in varied directions. We embrace diversity in thought and contribution and are committed to providing an equitable work environment that is foundational to our core values as a company and is vital to our success.  

Executive Assistant, Global Finance

Job Summary

We are seeking a highly organized, proactive, and detail-oriented professional to join our Global Finance team as an Executive Assistant to our Senior Vice Presidents (SVPs) and Vice Presidents (VPs) of Finance ("Finance Executives"). The successful candidate will excel in a dynamic environment, possess a strong customer-service mentality, and demonstrate flexibility in adapting to different styles and needs of various Finance Executives. Critical to this role are strong organizational and communication skills, the ability to manage competing priorities, and a proactive, resourceful approach to learning and using company tools and systems. 

Responsibilities

Administrative Support

• Manage and maintain the Finance Executives' calendars, including scheduling meetings, appointments, and travel arrangements

• Prepare, review, and track expense reports

• Print and scan documents requiring signatures in a timely manner

Meeting Coordination

• Organize and facilitate internal and external meetings, including preparing agendas, taking minutes, and following up on action items

• Arrange logistics for meetings, conferences, and events, both on-site and off-site, across multiple time zones

• Collaborate with other Executive Assistants across the company to organize critical meetings

PO Management

• Oversee Purchase Order (PO) management, including creation, tracking, and processing of POs

• Ensure compliance with company policies and procedures related to PO issuance and approvals

• Work closely with the finance and procurement teams to resolve PO-related issues and discrepancies

• Maintain accurate records of all POs and provide regular updates on PO status to the Finance Executives

Travel and Expense Management

• Thoroughly understand and ensure compliance with the travel and expense policies and procedures

• Arrange travel itineraries and accommodations for Finance Executives and support team members as needed

• Ensure timely and accurate submission and processing of expense reports

• Review expense reports on behalf of Finance Executives, ensuring adherence to company policies

Team Support

• Provide administrative support to the leadership team, assisting with various tasks and projects as needed

• Help coordinate team events, meetings, and activities

Coordination with Other Executive Assistants

• Collaborate with other executive assistants to coordinate cross-departmental activities and meetings

• Share best practices and provide backup support as needed

• Foster a collaborative environment among the executive support staff to ensure smooth operations and communication across the organization

Confidentiality and Professionalism

• Handle sensitive information with discretion and maintain the highest level of confidentiality

• Act as a liaison between the Finance Executives and other executives, employees