Sr. Leadership Administrative Partner

Sr. Leadership Administrative Partner

Location: Irvine, California Duration: 8 + Months

Must Have

• AI GEMINI NOTES
• Concur
• Cross functional Collaboration
• GSuite
• NAVAN

This team is constantly moving and requires a great deal of support and collaboration from the support team. An ideal candidate will have worked in a fast paced environment, is proactive and stays 3 steps ahead, can problem solve in the moment, pivot, take action and move things. Start up experience is beneficial, experience working with very direct communication, and is thick skinned. Highly organized and communicative. Experience with cross functional collaboration. Open to signing an NDA.

Contract Role: Executive Assistant Supporting Design Studio Leaders

This document outlines the scope of work for the Contract Role Executive Assistant supporting the Design Studio Leaders.

Leaders Supported

• Chief Design Officer: Main, Full Support
• Sr. Director, Exterior Design: Light Support
• Senior Director, UI/UX Design: Light Support
• TBD: Pending additional light support for other leaders for cross functional requests only when they need to meet with other senior leaders, very rare.

Scope of Role

Supporting Chief Design Officer (CDO) Full Support

The Executive Assistant (EA) is the "heartbeat of the studio", serving as a critical hub for operations and communication. This role requires responding to urgent tasks and ensuring CDO is kept informed of daily, weekly, and monthly changes. You will thrive in a fast-paced, upbeat environment with a fun organization and coworkers. While CDO has an operational team to prioritize his schedule on a weekly basis, this role will focus on monitoring and adjusting his schedule to accommodate everyday changes as needed.

Core Responsibilities & Studio Environment

• Communication Gateway: Keeping design leaders and Operations Team (Core Group that helps Jeff) and Jeff in contact.
• Urgent Response: Responding to urgent tasks and keeping everyone looped into changes.
• Onboarding: Calendar will already be set up; you will mirror the current EA for one month prior to her maternity leave to learn the day-to-day operations.
• Studio Culture: Fun, upbeat environment with fun coworkers.
• Required Attitude: Resilient professional with strong cross-functional communication skills and a proactive approach to navigating ambiguous or fast-paced environments.
• Hours: Studio Core Hours are 9 AM5 PM, but available via text with Jeff for urgent items when needed.
• Travel/WFH: Travel is not required. WFH days are optional on CDO's travel days (typically Mondays and additional days based on the week).

Calendar & Scheduling Management

• Provide Full Calendar Support.
• Gatekeeper: Leaders will only come to you for scheduling meetings with CDO, whose schedule is back-to-back.
• Priority Alignment: Work with four Operations support staff to align on priority meetings each week, presenting them to Jeff together on Tuesdays.
• Schedule Adjustment: Role is to shift and adjust CDO's schedule as needed for urgent cross-functional meetings and to keep up with CEO meetings that shift.
• Categorization: Labels will be created on Gmail Calendar for Weekly, Monthly, and Quarterly meetings, plus recurring CEO meetings, to help you schedule properly.
• Proactive Management: Text CDO and the Support Team when meetings are running long or to get CDO to his next meeting when he is running late. He will come ASAP when texted.

Administrative & Inbox Support

• Travel Arrangements: Use the NAVAN System to update flights if things shift and arrange any travel needs to other locations.
  • Note: CDO's Monday Palo Alto trips and rental cars will already be booked.
• Expense Reports: Submit to the Coupa system on the last week of the month for the corporate card (used for CSO's lunches and some office supplies).
• Inbox Support (Minimal): Schedule any meetings CDO needs with people outside.
  • CEO Coordination: Communication with the Office of the CEO and other Senior Leader EAs to move Jeff's schedule daily to work around the CEO's changing schedule.
  • Tags: Tags on the Inbox (To Read ASAP, Updates, and To Approve) are already set up.
• Design Agendas: Update Excel Agendas for recurring Design Reviews by adding agendas the day before the review so attendees can review beforehand.
• Minimal Note Taking: Take Notes at Weekly Leader Staff meeting and Monthly Full Leader Staff Meeting, brief notes and will have a Deck to work off of that is already set up, send notes to Leaders for recap after meeting (I take notes on my phone and run them through Gemini for ease to make them brief).
• Contact Coordination: The current EA will provide a list of all Senior Leaders Jeff works with, their EAs, and contacts for specific tasks (Travel, Events, Catering, Office of the CEO, Facilities). I will create a handbook with all Facts/Q&A's for ease!

Day-to-Day In-Studio Support

• Morning Routine: Greet CDO with coffee in the AM based on his start time (free at the Coffee Shop).
• Lunch: Help get CDO's lunch from the cafe when he is in person, expensing it to the provided corporate credit card (only done when CDO is in person).
• End-of-Day Recap: Send an End-of Day Recap to CDO M-TH to keep him on track regarding any changes, upcoming travel, and CEO meetings shifted/changed.

Studio Events & Visitors

Event Coordination

• On occasion, work with the catering team to help organize studio events for food and beverage.

Visitor Management

• Greet VIP Guests coming into the Studio.
• Have VIP Guests sign into the lobby and sign an NDA for entry into the Design Studio (it is badge access only since Advanced Work/Designs are located within it).

Team Support

• Join a Slack channel used by EAs to support each other and update/communicate leadership travel and meetings.

Scope of Role: Sr. Director, Exterior Design Light Support

• Light Calendar Management: Add design studio conference rooms to his in-person meetings and resolve calendar conflicts. (Typically handled on Friday for the following week).
• Scheduling: EAs and the team will reach out for his availability; outside studio request invites are sent by the requester.
• Light Travel Support on NAVAN.

Scope of Role: Senior Director, UI/UX Design Light Support

• Light Calendar Management: Add design studio conference rooms to his in-person meetings and resolve calendar conflicts. (Typically handled on Friday for the following week).
• Scheduling:
  • EAs and the team will reach out for his availability; outside studio request invites are sent by the requester.
  • Schedule interviews based on his weekly availability, working around