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Administrative Assistant

Entry Level

TIBCO | 60000 R&D HQ | Palo Alto, CA

The Admin Assistant to the CIO and Engineering SVP/VPs serves as the support person for all logistical details related to organization and communication. The ideal individual will be well-organized, have great time management skills, be able to work across worldwide time zones and be able to act with little guidance. The Admin Assistant must work well under pressure to handle a wide variety of activities, short deadlines while maintaining a positive attitude. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate also has previous experience as an Administrative Assistant and is familiar with office management technologies. Ultimately, you should be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly.

Skills & Requirements

Provide Executive level support to the CIO, SVP Engineering and VP Engineering.
Be a positive influence every day building relationships across TIBCO’s organizations.
Project the highest level of professionalism and courtesy with well-placed humor.
Extensive coordinating and scheduling of meetings with staff and outside individuals including coordinating calendars ensuring that complete information is available. Mostly TIBCO but also personal commitments where needed.
Heavy Calendar Scheduling
Coordinate travel arrangements including International and multi-city itineraries.
Passport renewals and Visa applications as needed
Gate keeper to help keep schedules focused on priority items
Manage applicable email distribution lists.
Attend weekly staff meetings for IT and Engineering
Assist with advanced administration support of complex business functions/special programs/projects exercising discretion, applying rules and procedures and analyzing each situation independently.
Answer call/emails by providing information that is related to sensitive and confidential information.
Contract and Invoice processing as well as submitting Purchase Requisitions. 
Mail handling for the CIO and Eng SVP/VPs.
Process reimbursements and expense reports, ensuring that transactions comply with financial policies and procedures.
Reserve conference rooms, order catering if required, set up conference calls and video calls as needed.  
Technical competency to review and edit docs and use corporate systems including Zoom, Google Docs, Google Calendar, Google Drive, Oracle, WorkDay, and Microsoft Office.
Full confidentiality regarding TIBCO and individual information. Trustworthiness is essential.
Work independently and within a team on special nonrecurring and ongoing projects.
Collaborate with other EAs / Chief of staff to foster Company open communication, streamline processes
Manage competing priorities in a fast-paced environment
Schedule and assist with Departmental All Hands and Team Building events
Assist with onboarding & office space allocation when needed
Perform other duties as needed / assigned.