Administrative Assistant, Global Technology Solutions

About the RoleThe Administrative Assistant will successfully support multiple leaders within the Gap Inc. Global Technology Solutions team. The role will provide a full range of executive administrative support enabling the leaders to be at their best every day. In this position, you will work closely with your executives, learning their business needs, their key stakeholders, and the business of the businesses they lead. You will work as a thought partner to help see around corners, anticipate their needs, and organize their time in a manner that accelerates their teams.
This role will provide administrative and operational support to the leaders and their full teams, working cross-functionally and solving problems in real time. You will support leaders to enable them to be focused and prepared for their meetings and objectives, embed with the teams to fully understand processes and objectives, and act as a thought partner and problem solver to the leaders you support. Deep collaboration with cross-functional partners, stakeholders, and teams can be expected. This role is critical to the success of the department. You will successfully manage multiple priorities and processes while staying up to date on an ever-changing retail marketplace. Bring your ability to anticipate your leaders’ needs and proactively solve problems before they arise. Confidentiality, flexibility, and exceptional time management will be key to keeping things running smoothly. You will bring an eye for detail and a strong sense of initiative to all you do. You will work collaboratively and build community with your administrative assistant colleagues to build a network to support yourself and your executives. The successful administrative assistant will be highly organized, professional, proactive, resourceful, efficient, adaptable, and able to thrive in a fast-paced environment. Experience supporting and working with tech teams in a matrix organization is highly desired.
We are open to candidates in the San Francisco, CA and Dallas, TX markets. Compensation ranges will adjust based on candidate location.What You'll Do

• Manage and organize complex and demanding calendars by actively responding to meeting requests, coordinating with others (or their assistants) involved in senior-level meetings to achieve alignment of often-packed leadership schedules, and promptly engaging directly with the leaders when questions arise that require their input
• Effective heavy calendar management - coordinates internal and external meetings including but not limited to key milestone meetings, team meetings, full staff meetings, off-site meetings, one-on-one meetings, etc.  Awareness of cadence, deadlines and follow-up required
• Build strong rapport and relationships to work across the organization with other executives, their administrative assistants, and other internal stakeholders in support of often competing priorities. A critical need to represent your executive and team in the most professional and poised manner
• Serve as a thought partner to leaders, maintaining confidentiality and professionalism while handling critical and highly sensitive situations. Act as liaison to executive’s direct reports, staff and peers.  Partnering and collaborating to manage cross-functional initiatives from conception to completion
• Manage logistics and execution of events; full staff meetings, off-site team meetings, etc.
• Responsible for maintaining updated organizational charts for areas of responsibility
• Manage domestic and international travel arrangements
• Expense management and reconciliation
• Ability to handle multiple tasks/projects, concurrently, with tight deadlines
• Other responsibilities including special projects as required to increase the professional effectiveness and efficiency of the leaders and overall team

Who You Are

• Possess strong verbal and written communication skills with high degree of professionalism and confidentiality
• Strong interpersonal/people skills; ability to establish and build partnerships with all levels of management and business partners. Effective and influential teamwork skills, problem-solving skills, and an ability to offer suggestions and improvements to process and work effectively
• Proficient and advanced computer skills (e.g. Microsoft Office: Word, Excel, PowerPoint, etc.)
• Strategic sense of urgency with the ability to handle multiple competing priorities
• Experience supporting tech leaders and teams in an administrative capacity in a fast-paced, dynamic environment preferred