Executive Assistant Business Partner 2 - Senior Specialist

Job Overview

Intuit’s Global Communications team is seeking an experienced, detail-oriented Executive Assistant Business Partner (EABP) to provide administrative support and partnership to the Global Business Solutions Group (GBSG) communications team.

Reporting to the VP, GBSG Global Communications, the EABP will support this leader and three

US-based Directors. The EABP for this team will be responsible for a wide variety of administrative duties including:

• Scheduling & calendar maintenance;
• Budget and expense reporting (eg: purchase orders, expense reports);
• Travel and logistics, including managing team meeting set-up and tech support for events ranging from team meetings and off-sites to globally delivered employee experiences;
• Coordination across the Intuit EABP community to ensure executional excellence and operational efficiency in partnership with business operations leads;
• Engaging across time zones and teams in ultimate service to helping the leadership team run smoothly and efficiently, while also helping to build team culture, so we can deliver impact for customers and the business.

Responsibilities

The ideal candidate is self-motivated, professional, proactive, collaborative, reliable, willing to learn, and capable of managing their workload as well as their executives’ workloads while prioritizing tasks in a fast-paced, hybrid work environment. The most successful candidate will have the capacity and willingness to work primarily on site out of our Mountain View, CA headquarters.

• Plan and manage multiple calendars daily. Schedule and reschedule meetings. Collaborate with other EABP’s to resolve conflicts.
• Plan travel arrangements and itineraries. Manage executive travel profiles.
• Partner with other EABP’s and business partners on different teams to deliver outcomes.
• Plan and support meetings, events, and team offsites which may include managing virtual participants.
• Manage and reconcile expense reports and purchase orders.
• Maintain organizational charts, and email and Slack distribution lists.
• Take initiative on researching, implementing, and improving systems and processes.
• Provide timely response to emails, voicemails, and written correspondence on behalf of the leaders you support.
• Track and reconcile budget reports with department spending; manager informed.
• Track department initiatives and projects; conduct outstanding action item follow-up and status reports to manager.
• Organize office social events, network with the group, team offsites, etc.
• Support hiring and onboarding plans for new hires.
• As needed provide support for team-led initiatives.

Qualifications

• Minimum of 10 years working at the Executive administrative level, preferably supporting senior staff members, or equivalent experience in communications and marketing operations.
• A willingness to provide the highest levels of client service and demonstrate excellent judgment.
• The ability to exercise complete discretion, especially with highly confidential information.
• The ability to operate independently, with speed and appropriate urgency.
• Demonstrated experience planning ahead and identifying unforeseen needs.
• And ability to embrace change and pivot when changes arise, staying calm under pressure when plans change.
• The ability to see things through completion regardless of obstacles.
• Desire to connect with and learn from the EA community at Intuit.
• Proven organizational and time management skills with the ability to prioritize and handle multiple tasks and work in a fast-paced environment.
• Project management experience, including development of basic project plans and successful execution.
• Excellent verbal and written communication skills including the ability to communicate with all levels of the organization.
• Experience using task and expense management tools, Zoom, Slack, and AI notetakers, Coupa, Expensify, etc.
• Expert level knowledge of Google applications as well as Microsoft Office, including the skills needed to build and format presentations.
• Advanced Outlook calendar management is critical.
• Experience planning events and large team/group meetings is preferred.
• Highly effective communicator and active listener with ability to tailor style to suit audience, framing and articulating ideas well.