Executive Assistant, Litigation Job at Amazon in Seattle

Overview

The Enterprise Risk team is seeking a dedicated, resourceful, and customer-obsessed Lead Executive Assistant to support a Vice President in our Seattle, WA headquarters. The Lead Executive Assistant will report directly to the VP, and will collaborate with various business partners in associated departments, as well as other Executive Assistants across the multiple global stakeholder teams within the Amazon Professional Services team.

As a Lead Executive Assistant, you will be responsible for a wide range of critical activities including complex calendar management, tracking key deliverables, coordinating travel and expenses, and organizing team activities and events (such as all–hands meetings and employee engagement activities).

Other responsibilities include, but are not limited to, coordinating meeting agendas, space planning, and ad hoc project coordination. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company is important. In this role, you’ll have the opportunity to act as an extension of our leaders in partnership with a supportive and collaborative EA community.

Working in a highly ambiguous environment, you will demonstrate initiative, complete tasks and projects quickly, and proactively take action without having to know the total picture. You will learn organizational structures and objectives of the teams you support, as well as build a strong internal network. You will apply a superior attention to detail, great organizational skills, and the ability to meet tight deadlines and juggle multiple critical requests while maintaining flexibility, a sense of humor, and most importantly, grace under pressure. Over time, you will build deep and trusting professional relationships with the leaders and their teams, which will blossom into strong partnerships that provide opportunity for special projects with increased responsibility and long-term career growth.

This role is based in Seattle, WA and requires five (5) days a week in office.

Key job responsibilities

• Effectively and proactively support the Vice President of Enterprise Risk organization with strong collaboration and the ability to partner with the Admin Community on complex calendar management initiatives.
• Serve as a business partner ensuring strategic, proactive and thoughtful support of our yearly organizational planning cycles.
• Field inquiries by researching appropriate resources and/or connecting with the appropriate teams to resolve.
• Organize and support recurring staff meetings, including agenda preparation, documentation, and follow-up.
• Manage end-to-end logistics for quarterly all-hands and Associate General Counsel (AGC) sessions.
• Drive and own space management initiatives to include management of team space, moves and re-configurations.
• Support employee morale (team events, org-wide events, celebrations, etc.).
• Maintain a strong executive presence and reliable desk coverage to ensure seamless support for time-sensitive matters.
• Support efforts to track headcount, report out, and open requisitions, as requested.

A day in the life

• Expertly manage complex executive calendars across multiple time zones.
• Maintain strict confidentiality regarding all calendar information and executive activities.
• Demonstrate agility in reprioritizing workload based on shifting business needs.
• Craft detailed, efficient domestic and international travel itineraries that optimize time and productivity.
• Act as a liaison for direct reports and business stakeholders.
• Conceptualize and execute a diverse range of team events, from social gatherings to large-scale staff meeting agendas, global team meetings, and off-sites.
• Track and drive completion of key deliverables with a keen focus on deadlines.
• Prioritize tasks with strategic acumen, balancing urgency and importance.

Basic Qualifications

• Experience with C-level executive calendar management
• Experience as an Executive Assistant
• Knowledge of Microsoft Office products and applications
• 8+ years of senior level leadership support experience
• Experience with domestic or international travel coordination
• Bachelor’s degree or equivalent
• Experience providing senior executive level leadership support for multiple Leaders, with year-over-year progressive responsibilities
• Independently demonstrates time management decisions. Prioritizes work, resolves issues, meets deadlines, and seeks feedback from Leader. Discerns between urgent and non-urgent issues and act accordingly to solve them
• Experience working in a matrixed organization

Preferred Qualifications

• Experience managing teams
• Experience working in a matrixed organization
• Experience in the Legal industry and passion for supporting Leaders and their teams
• Experience in a fast-paced, high-tech company
• Demonstrated project ownership and consistent delivery on commitments – great organizational skills with exceptional follow-through and attention to detail
• Independently react with appropriate urgency to situations that require a quick turnaround and take effective action without having to know the complete picture and proactively solve complex problems. The strength to ask for guidance and insight when necessary.
• Strong professionalism and grace under pressure
• Advanced knowledge/experience with Microsoft Products (Excel, Outlook, Word, SharePoint, and One Note) and familiarity with Concur, Roster, Asana
• Desire to work with others and take on ambiguous tasks
• High level of integrity and discretion to handle confidential information

Amazon is an equal opportunity employer and does not discriminate on the basis of protected veteran status, disability, or other legally protected status.

Our inclusive culture empowers Amazonians to deliver the best results for our customers. If you have a disability and need a workplace accommodation or adjustment during the application and hiring process, including support for the interview or onboarding process, please visit https://amazon.jobs/content/en/how-we-hire/accommodations for more information. If the country/region you’re applying in isn’t listed, please contact your Recruiting Partner.

Our compensation reflects the cost of labor across several US geographic markets. The base pay for this position ranges from $88,800/year in our lowest geographic market up to $176,000/year in our highest geographic market. Pay is based on a number of factors including market location and may vary depending on job-related knowledge, skills, and experience. Amazon is a total compensation company. Dependent on the position offered, equity, sign-on payments, and other forms of compensation may be provided as part of a total compensation package, in addition to a full range of medical, financial, and/or other benefits. For more information, please visit https://www.aboutamazon.com/workplace/employee-benefits. This position will remain posted until filled. Applicants should apply via our internal or external career site.

Company – Amazon.com Services LLC

Job ID: A3090732