Executive Assistant, Global Finance

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Executive Assistant, Global Finance

Job Summary

We are seeking a highly organized, proactive, and detail-oriented professional to join our Global Finance team as an Executive Assistant to our Senior Vice Presidents (SVPs) and Vice Presidents (VPs) of Finance ("Finance Executives"). The successful candidate will excel in a dynamic environment, possess a strong customer-service mentality, and demonstrate flexibility in adapting to different styles and needs of various Finance Executives. Critical to this role are strong organizational and communication skills, the ability to manage competing priorities, and a proactive, resourceful approach to learning and using company tools and systems. 

Responsibilities

Administrative Support

• Manage and maintain the Finance Executives' calendars, including scheduling meetings, appointments, and travel arrangements

• Prepare, review, and track expense reports

• Print and scan documents requiring signatures in a timely manner

Meeting Coordination

• Organize and facilitate internal and external meetings, including preparing agendas, taking minutes, and following up on action items

• Arrange logistics for meetings, conferences, and events, both on-site and off-site, across multiple time zones

• Collaborate with other Executive Assistants across the company to organize critical meetings

PO Management

• Oversee Purchase Order (PO) management, including creation, tracking, and processing of POs

• Ensure compliance with company policies and procedures related to PO issuance and approvals

• Work closely with the finance and procurement teams to resolve PO-related issues and discrepancies

• Maintain accurate records of all POs and provide regular updates on PO status to the Finance Executives

Travel and Expense Management

• Thoroughly understand and ensure compliance with the travel and expense policies and procedures

• Arrange travel itineraries and accommodations for Finance Executives and support team members as needed

• Ensure timely and accurate submission and processing of expense reports

• Review expense reports on behalf of Finance Executives, ensuring adherence to company policies

Team Support

• Provide administrative support to the leadership team, assisting with various tasks and projects as needed

• Help coordinate team events, meetings, and activities

Coordination with Other Executive Assistants

• Collaborate with other executive assistants to coordinate cross-departmental activities and meetings

• Share best practices and provide backup support as needed

• Foster a collaborative environment among the executive support staff to ensure smooth operations and communication across the organization

Confidentiality and Professionalism

• Handle sensitive information with discretion and maintain the highest level of confidentiality

• Act as a liaison between the Finance Executives and other executives, employees, and external partners

• Manage office administrative work requiring the use of independent judgment and initiative

Qualifications

• 5+ years of experience supporting multiple executives at once, preferably in a finance or corporate environment

• Proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) 

• Experience with Coupa (procurement) and Concur (travel) desired 

• Experience with expense reporting and PO management 

• Strong organizational and time management skills, including ability to work in tight timelines, meet deadlines, and communicate and follow up until closure

• Excellent written and verbal communication skills 

• Ability to manage competing priorities effectively 

• Flexibility and adaptability in working hours, particularly during quarter ends 

• Bachelor’s degree preferred 

• Experience in a culturally diverse and global company preferred 

• Notary (or willingness to become one) preferred 

• Ability to be a self-learner and proactively use company tools and systems 

Equinix is committed to ensuring that our employment process is open to all individuals, including those with a disability. If you are a qualified candidate and need assistance or an accommodation, please let us know by completing this form.

Equinix is an Equal Employment Opportunity and, in the U.S., an Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to unlawful consideration of race, color, religion, creed, national or ethnic origin, ancestry, place of birth, citizenship, sex, pregnancy / childbirth or related medical conditions, sexual orientation, gender identity or expression, marital or domestic partnership status, age, veteran or military status, physical or mental disability, medical condition, genetic information, political / organizational affiliation, status as a victim or family member of a victim of crime or abuse, or any other status protected by applicable law.

The United States targeted pay range for this position in the following location is / locations are:

• San Francisco, CA / Bay Area: $89,000 to $142,000 per year

Our pay ranges reflect the minimum and maximum target for new hire pay for the full-time position determined by role, level, and location. Individual pay is based on additional factors including job-related skills, experience, and relevant education and/or training.
This position may be offered in other locations. Your recruiter can share more about the specific pay range for your preferred location during the hiring process.
The targeted pay range listed reflects the base pay only and does not include bonus, equity, or benefits. Employees are eligible for bonus, and equity may be offered depending on the position.
As an employee, you become important to Equinix’s success. Details about our company benefits can be found at the following link:
USA Benefits eBook

Equinix is committed to ensuring that our employment process is open to all individuals, including those with a disability. If you are a qualified candidate and need assistance or an accommodation, please let us know by completing this form.

Equinix is an Equal Employment Opportunity and, in the U.S., an Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to unlawful consideration of race, color, religion, creed, national or ethnic origin, ancestry, place of birth, citizenship, sex, pregnancy / childbirth or related medical conditions, sexual orientation, gender identity or expression, marital or domestic partnership status, age, veteran or military status, physical or mental disability, medical condition, genetic information, political / organizational affiliation, status as a victim or family member of a victim of crime or abuse, or any other status protected by applicable law.