Administrative Assistant - Hardware Engineering

Are you passionate about providing exceptional administrative support and being a trusted resource for a team? Do you thrive in an environment where you can empower others to succeed? If you're an innovative and highly motivated administrative assistant seeking to develop your skills, join Hardware Engineering's dynamic, fast-paced, and collaborative environment!

Description

We are seeking an Administrative Assistant to support a Senior Director and teams in Product Design. The candidate is a highly organized and proactive individual who excels in a fast-paced engineering environment, both independently and as part of a team. You'll anticipate needs, prioritize tasks and projects effectively, and possess exceptional interpersonal skills to collaborate with individuals across all levels. You'll make decisions aligned with team and company goals, working behind the scenes to get results. Your contributions will directly impact Apple's reputation and the products we create for the world.

Responsibilities

• Proactively manage complex daily calendars, demonstrating flexibility and problem-solving skills to adapt to rapidly changing needs and last-minute requests.
• Coordinate all aspects of domestic and international travel, including booking, accommodations, and transportation, while ensuring adherence to company travel policies and processing expense reports.
• Organize a variety of internal events to foster team morale and communication, including off-site meetings, team-building activities, and organization-wide meetings (e.g., all-hands meetings, product launches, and office relocations). A key focus will be creating events that showcase and celebrate the achievements in customer-facing packaging, retail fixtures and prototype moments.
• Serve as the primary point of contact for the Facilities team, proactively troubleshooting building-related issues, coordinating maintenance and repairs, escorting visitors, and managing Secure Access protocols to ensure a safe and efficient work environment. Act as the building liaison, communicating important information to team members.
• Manage office operations, including coordinating domestic and international shipments, ordering and stocking office supplies and accessories, initiating purchase orders, and managing space planning and seating/office requests for the team to optimize workspace utilization.
• Ensure a smooth onboarding experience for new employees by proactively ordering necessary equipment, ensuring readiness on Day 1, and providing comprehensive training on team processes and procedures.
• Handle sensitive and confidential information with the utmost integrity, discretion, and secrecy, adhering to strict company policies and procedures and maintaining employee privacy.
• Collaborate effectively with other administrative team members to develop and implement consistent standards and best practices for the organization, promoting efficiency and consistency across teams.
• Contribute to a positive, productive, and respectful work environment by consistently demonstrating strong emotional intelligence, diplomacy, and communication skills in all interactions, fostering positive relationships and resolving conflicts effectively.

• 3+ years experience supporting daily schedules, travel, task management, facilities, teleconferencing, purchasing and day to day operations of their team.
• Proficient in calendar management to ensure smooth day-to-day events are in line with business priorities.
• Excellent written and verbal communication, comfortable communicating with senior executives and their teams.
• A forward-thinker who takes initiative, can successfully manage multiple requests and projects simultaneously, problem solving and constant drive for process improvement in an ambiguous environment.
• Very organized, has an exceptional response rate and flexibility to be available outside of business hours on occasion.
• Strong interpersonal skills and ability to build collaborative relationships across teams.
• Ability to receive and act upon feedback to continuously improve processes and enhance efficiencies.

• AA or BA/BS degree
• 5+ years experience in a corporate environment supporting leaders
• Ability to work independently with a strong work ethic, maintaining the highest level of confidentiality and discretion.
• Proven ability to meet deadlines, take initiative, and make confident, well-informed decisions.
• A creative and resourceful problem-solver with the ability to identify trends, anticipate needs, and adapt quickly and calmly to changing priorities.
• Exceptional organizational skills, attention to detail, and ability to effectively manage multiple tasks in a fast-paced environment.
• Possesses a proactive and solution-oriented attitude, approaching all tasks with enthusiasm.
• Ability to manage conflict effectively, knowing when to raise issues and when to apply sound judgment.
• Proficiency with macOS is highly desirable.