Job detail for Administrative Assistant - Sales

Nutanix seeks the best and brightest candidate who values professional relationships complimented by creativity and teamwork. Further, the right candidate will have demonstrated progressive success as an Administrative Assistant supporting dynamic, Sales senior-level executives in a fast-paced, high-tech environment. The Administrative Assistant must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities with a great attitude and sense of humor. Must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and

accomplish goals. Must be able to exercise discretion, independent judgment and capable of analyzing and solving complex and abstract requests.

This position is expected to involve a high degree of confidentiality, sensitivity, creativity, latitude, flexibility, and availability for effective and efficient performance for support required.

Major Duties and

• Provide general, routine to complex administrative support with keen ability to foresee and

anticipate the needs of the executives and organizations to optimize their time and take a proactive

role to anticipate, identify and initiate/facilitate thoughtful solutions and recommendations.

• Manage, maintain, and coordinate highly complex and changing calendars, schedules for

internal/external meetings, and organizational functions; as well prepare flawless communication

materials on behalf of internal and external customers.

• Coordinate detailed and complex global travel arrangements understanding time zones and

geographies ensuring executives have appropriate documentation (passports, visas, invitations) and

any other travel requirements) in advance prior to trips. As well as facilitate travel plans, flow,

agendas, materials, and itineraries utilizing executives time efficiently.

• Coordinate and arrange a wide range of critical tasks, projects, programs, small events for meetings

and entertainment of visitors to meet deadlines from beginning to end.

• Perform reference work from a variety of sources both inside and outside of the company and

prepare special reports, summaries, or digests of a complex nature. Provide web research as needed.

• May attend executives’ leadership meetings, set agendas, take meeting minutes, manage, and track action items, and maintain timekeeper, as well as be intuitive and proactive as an active participant in managing projects and tasks that may arise.

• Drafts and prepares routine and advanced correspondence including emails, letters, memoranda,

meeting minutes, summaries, and reports. Review outgoing correspondence for accuracy, format

consistency, signatures, and conformance with executive procedures and company branding.

• Create organizational POs and process invoices through systems such as NetSuite and Coupa.

• Anticipates and/or identify needs and issues within the executive’s organization and proactively

initiate and/or facilitate solutions.

• Compiles prepare and process executive’s expense reports through Expensify program. Screens all

incoming correspondence and determine if executive action is needed.

• Use political savvy and sophistication to filter through and facilitate actionable items.

• Key liaison for the group and on-the-job contacts including internal and external customers, internal

company executives, parent company executives, trade associations, community, and political

representatives.

• Work closely with executives, administrative staff, employees, and teams creating and maintaining

working relationships.

• Performs other functions such as organizing and maintaining confidential files, records systems of the organization, preparation of recurring internal reports, maintaining contacts/customer database, etc.

• Demonstrates a broad company knowledge which includes corporate policies and procedures,

organizational structure, business strategies, corporate goals, products, services, customers, and

competitors.

• Play an active role in creating a safe and healthy workplace and comply with all applicable safety and health rules.

• Provide partnership administrative support and cross-coverage to Sales Administrative Lead, Team,

and Staff, as necessary.

• Other duties as required.

Required Profile (education, experience):

• Preferred BS or BA with 2 years of continual experience supporting multiple Vice Presidents and

above within a highly demanding fast-paced Sales organization.

• Exceptional calendar management skills.

• Exceptional communication skills, verbal and written.

• High level of integrity with a humble nature; fully capable to take initiative, manage and oversee

various projects from multiple management; being highly proactive and intuitive, detailed oriented,

self-motivated, adaptive, and creative.

• Proven skills analytically with abstract problem-solving.

• Exceptional professionalism, soft-skills and being a team player.

• High level of work ethics, integrity, confidentiality, and flexibility.

• Advanced level MS Office Suite (Word, Excel, PowerPoint, Outlook, Project Google Drive).

• Must be highly reliable, dependable, flexible, and adaptable with schedule and time management;

able to work independently.

• Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with

Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, Safety.

Core Fundamentals: (candidates must display)

• Trusted Partnership: Reliable, dependable, intuitive, and proactive.

• Delivery with Quality and Accuracy: Quickly responds and delivers with quality and accuracy.

• Productivity: Efficient, highly organized, and detailed oriented.

• Understanding Business Preferences and Priorities: Understand business dynamics, processes, and practices.

• Teamwork: Collaborative within diverse multi-cultural environment, cross-functional teams, key

stakeholders, and admin organizations.

• Value added: Resourceful, supportive, discipline, motivating, and customer focus.

Scope

• Knowledge / Skill - As a highly skilled specialist, contributes to the development of concepts and

techniques. Completes complex tasks creatively, efficiently, and effectively.

• Job Complexity - Works on moderate to complex assignments requiring considerable judgment, takes initiate and anticipates general day-today support. Understands implications and scopes of work where analysis of situations or data requires a review of a variety of factors to make

recommendations for solutions to meet deadlines and expectations for requests. Exercises judgment

within defined procedures and practices to determine appropriate action. Builds productive

internal/external working relationships.

• Supervision – Self-starter, normally receives general instructions to determine methods and

procedures on new assignments. May receive detailed instructions on new projects or assignments.

• Experience - Typically requires a bachelor’s degree and a minimum of 8 years of related experience; supporting multiple VP levels and above in a fast-paced environment.

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