Sr. Administrative Assistant II (NE)

apartmentRivian and VW Group Technology placePalo Alto calendar_month 
About Us:

Rivian and Volkswagen Group Technologies is a joint venture between two industry leaders with a clear vision for automotive’s next chapter. From operating systems to zonal controllers to cloud and connectivity solutions, we’re addressing the challenges of electric vehicles through technology that will set the standards for software-defined vehicles around the world.

The road to the future is uncharted. By combining our expertise across connectivity, AI, security and more, we’ll map a new way forward. Working together, we’ll create a future that’s more connected, more intelligent, more sustainable for everyone.
Role Summary:
The Sr. Administrative Assistant will be responsible for providing administrative and leadership support to Software & Technology leadership and their teams. This person will be the “go-to” person for calendar and inbox management, organizing team-building and social events, arranging travel, submitting expenses, setting up internal and external meetings, and other administrative duties.
This person will be part of the Software and Technology Admin team and work as a team on ad-hoc projects, events, and maintaining of current programs. The Sr. Administrative Assistant will possess excellent written and verbal communication skills, exercise mature and professional judgment, ability to operate at a senior level with confidentiality and discretion, experience working with senior management and have outstanding time management skills.

This position may require work outside of normal business hours. This position is located at our Palo Alto office and reports directly into our Sr. Leadership Administrative Partner.

Responsibilities:

  • Leading a high volume and complex calendar for VP, Senior Director and the leadership team
  • Travel arrangements both domestic and international
  • Expenses – enter and own all expense reporting using internal system
  • Support NDA executions
  • Event and leadership meeting content and coordination - help plan/execute on offsite events, leadership retreats, team building events, all hands, impromptu working session
  • Organize and prepare agendas and materials, including coordination with leadership team
  • Organizes and maintains file systems, correspondence, contacts, email distros, and other records
  • Handles internal/external correspondence.
  • Assisting with onboarding for new employees (scheduling introductions, week 1 agenda, supplies, IT equipment, badge)
  • Support leaders with managing headcount reports by working closely with TA and Finance team.
  • Lead ad-hoc projects to support the team’s needs
  • Maintains strict level of complete confidentiality with a high volume of confidential information

Qualifications:

  • Able to be onsite 3 days a week (M,W,F)
  • Bachelor’s degree or equivalent experience required
  • 3-5 years of experience in an administrative role preferably in the tech industry and supporting senior leaders in a fast paced environment
  • Advanced Google and Microsoft Office Suite and related apps, plus an ability to become familiar with Company and/or task specific programs and software
  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
  • Highly organized and able to prioritize under pressur
  • Positive attitude and strong business acumen
  • Ability to multi-task in a fast-paced environment and anticipate last minute changes
  • Team player
  • Ability to familiarize yourself with content, people and processes, for quick recall and recommendations
Pay Disclosure:
Salary Range/Hourly Rate for California Based Applicants: $40.67 - $50.84 (actual compensation will be determined based on experience, location, and other factors permitted by law).

Benefits Summary: Rivian and Volkswagen Group Technologies provides robust medical/Rx, dental and vision insurance packages for full-time employees, their spouse or domestic partner, and children up to age 26. Coverage is effective on the first day of employment.

Company Statements:

Equal Opportunity

Rivian and Volkswagen Group Technologies is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, sexual orientation, gender, gender expression, gender identity, genetic information or characteristics, physical or mental disability, marital/domestic partner status, age, military/veteran status, medical condition, or any other characteristic protected by law.

We are also committed to ensuring compliance with all applicable fair employment practice laws regarding citizenship and immigration status.

Rivian and Volkswagen Group Technologies is committed to ensuring that our hiring process is accessible for persons with disabilities. If you have a disability or limitation, such as those covered by the Americans with Disabilities Act, that requires accommodations to assist you in the search and application process, please email us at candidateaccommodations@rivian.com.

Candidate Data Privacy

Rivian and VW Group Technologies (“RVW”) may collect, use and disclose your personal information or personal data (within the meaning of the applicable data protection laws) when you apply for employment and/or participate in our recruitment processes (“Candidate Personal Data”).

This data includes contact, demographic, communications, educational, professional, employment, social media/website, network/device, recruiting system usage/interaction, security and preference information. RVW may use your Candidate Personal Data for the purposes of (i) tracking interactions with our recruiting system; (ii) carrying out, analyzing and improving our application and recruitment process, including assessing you and your application and conducting employment, background and reference checks; (iii) establishing an employment relationship or entering into an employment contract with you; (iv) complying with our legal, regulatory and corporate governance obligations; (v) recordkeeping; (vi) ensuring network and information security and preventing fraud; and (vii) as otherwise required or permitted by applicable law.

RVW may share your Candidate Personal Data with (i) internal personnel who have a need to know such information in order to perform their duties, including individuals on our People Team, Finance, Legal, and the team(s) with the position(s) for which you are applying; (ii) RVW affiliates; and (iii) RVW’s service providers, including providers of background checks, staffing services, and cloud services.

RVW may transfer or store internationally your Candidate Personal Data, including to or in the United States, Canada, and the European Union and in the cloud, and this data may be subject to the laws and accessible to the courts, law enforcement and national security authorities of such jurisdictions.

Please note that we are currently not accepting applications from third party application services.

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