XTN-0E2D516 | EXECUTIVE ASSISTANT

We are looking for a Program Specialist to partner with APAC CommOps leadership to provide administrative and operational support, while also contributing to projects that help drive business priorities and strengthen team collaboration and morale. If you are interested in helping shape Uber's employee experience and moving the organization forward in a meaningful and measurable way, this is the role for you.

• Health Insurance/HMO
• Enjoy unlimited MadMax Coffee
• Diverse learning & growth opportunities
• Accessible Cloud HR platform (Sprout)
• Above standard leaves

• Calendar and Scheduling Support: Assist with managing calendars using Google Calendar, including scheduling, rescheduling, and resolving conflicts with oversight from senior team members. Prioritize key meetings based on predefined priorities.
• Meeting Preparation and Coordination: Support the leader and team in meeting readiness, including basic agenda setting, distribution of pre-meeting materials, and note-taking for select meetings.
• Administrative Support: Provide day-to-day administrative support to the team, including organizing smaller internal meetings and ensuring logistical details are in place.
• Event Logistics and Planning: Assist with the coordination of team events, such as small-scale team gatherings, virtual meetings, and workshops. Provide logistical support for broader events like APAC team meetings or QBRs under guidance.
• Communications and Presentations: Draft site-level or team-specific communications. Help prepare foundational presentation materials for leaders with existing content and guidance.
• Travel Arrangements: Make domestic and basic international travel arrangements and assist with processing travel expense reports based on input from travelers. Draft simplified itineraries and provide support for logistical travel needs such as tracking travel documentation.
  
  Expense Management: Support timely submission of expenses, ensuring alignment with organizational policies.
• Team Support: Keep track of team-wide schedules such as vacations or travel plans and assist in resolving minor coordination challenges.
• Stakeholder Collaboration: Build basic relationships with stakeholders within and outside of the team, primarily for coordination and logistical purposes.
• Project Assistance: Support smaller team projects or deep dives with defined deliverables, under the supervision of senior team members or managers.
• Special Assignments: Contribute to smaller, predefined tasks related to employee engagement, recognition programs, or other initiatives within the team as assigned.

• Minimum 2+ years of administrative or coordination experience in a corporate or fast-paced environment.
• Bachelor’s degree or equivalent practical experience.
• Proficiency in Google Suite (Mail, Calendar, Docs, Sheets, Slides, Groups) and basic Zoom host/admin experience.
• Strong written and verbal communication skills, with the ability to collaborate effectively with internal and external stakeholders.
• Demonstrated ability to assist in prioritizing leaders' calendars and make decisions based on shifting priorities with supervision.
• Experience working efficiently in dynamic environments with frequent changes while maintaining accuracy and timeliness.
• Ability to independently manage routine tasks and take initiative in resolving straightforward issues with limited oversight.
• Solid organizational skills with attention to detail for managing administrative tasks and event logistics.
• Effective interpersonal skills and the ability to build relationships at all levels within the team and across teams.
• Familiarity with budget tracking or basic expense management processes.
• Proven ability to handle sensitive and confidential information with discretion and integrity.

• Minimum 2+ years of experience supporting mid-level managers (e.g., Director or Senior Manager) in a corporate or global business environment.
• Experience providing administrative or operational support to multiple leaders or teams.
• Familiarity with coordinating small-scale projects or team initiatives.
• Demonstrated ability to approach challenges with a problem-solving mindset and a willingness to learn by assisting.
• Experience collaborating with diverse teams and working across cultures, particularly in the APAC region.
• Strong interest in developing skills in team coordination and project support.

Originally posted on Himalayas