Executive Assistant

The Company

PayPal has been revolutionizing commerce globally for more than 25 years. Creating innovative experiences that make moving money, selling, and shopping simple, personalized, and secure, PayPal empowers consumers and businesses in approximately 200 markets to join and thrive in the global economy.

We operate a global, two-sided network at scale that connects hundreds of millions of merchants and consumers. We help merchants and consumers connect, transact, and complete payments, whether they are online or in person. PayPal is more than a connection to third-party payment networks. We provide proprietary payment solutions accepted by merchants that enable the completion of payments on our platform on behalf of our customers.

We offer our customers the flexibility to use their accounts to purchase and receive payments for goods and services, as well as the ability to transfer and withdraw funds. We enable consumers to exchange funds more safely with merchants using a variety of funding sources, which may include a bank account, a PayPal or Venmo account balance, PayPal and Venmo branded credit products, a credit card, a debit card, certain cryptocurrencies, or other stored value products such as gift cards, and eligible credit card rewards. Our PayPal, Venmo, and Xoom products also make it safer and simpler for friends and family to transfer funds to each other. We offer merchants an end-to-end payments solution that provides authorization and settlement capabilities, as well as instant access to funds and payouts. We also help merchants connect with their customers, process exchanges and returns, and manage risk. We enable consumers to engage in cross-border shopping and merchants to extend their global reach while reducing the complexity and friction involved in enabling cross-border trade.

Our beliefs are the foundation for how we conduct business every day. We live each day guided by our core values of Inclusion, Innovation, Collaboration, and Wellness. Together, our values ensure that we work together as one global team with our customers at the center of everything we do – and they push us to ensure we take care of ourselves, each other, and our communities.

Job Summary:

This job provides day-to-day support to management, ensuring the smooth, efficient operation. It involves managing schedules, coordinating meetings, and expense tracking on behalf of the VPs. The assistant is responsible for preparing reports, organizing travel arrangements, Maintaining and updating databases and SharePoint sites, ensuring data accuracy, organization, and accessibility for stakeholders. Additionally, they may assist in project management tasks, liaising with other departments, and ensuring that deadlines are met. Scope: This job typically supports 2 or more Vice Presidents.

Job Description:

Essential Responsibilities:

• •Manages calendar of the executive and daily work with some instruction from others.
• •Performs general administrative duties such as travel, expenses, department distribution list, purchase orders, ordering supplies in accordance with standard procedures & practices.
• •Engage and collaborate with the immediate team & internal partners.
• •May act as a delegate for the executive when reviewing and approving expense reports
• •Proactively identifies opportunities to increase efficiency and improve processes, anticipating the needs of the executive & team
• •Collaborate regularly with peers and internal partners while developing and maintaining strong relationships.

Minimum Qualifications:

3 years of relevant work experience

Additional Responsibilities & Preferred Qualifications :

PayPal is one of the leading global payments companies in the world. Initially conceived and designed for web payments, PayPal’s mobile and point of sale solutions have altered the payments landscape by blurring the lines between ecommerce and traditional brick and mortar commerce. PayPal’s innovative technology and approaches to payments, coupled with an increasingly complex and demanding legal and regulatory environment, provide robust career opportunities for attorneys motivated and driven by creative clients and a fast paced, cutting-edge culture.

PayPal’s Legal Team is looking for an Executive Assistant to support two (2) Vice Presidents and (1) Senior Director in the Legal organization. This individual must be capable of efficiently multi-tasking, at times under tight deadlines, and appropriately handling sensitive information. Success in this role also involves the ability to anticipate the needs of their leaders and takes the initiative to solve problems independently, while displaying appropriate judgment. In addition, this individual will be expected to proactively identify opportunities to make the overall legal organization and leadership team operate more efficiently over the long term.

Additional Responsibilities & Preferred Qualifications:

Calendars, Meetings and Team Processes:

• •Fully own, build and maintain the calendars of the primary executives you support. This includes advance planning, adjusting calendars to address urgent requests, managing incoming calendar emails and applying considered and appropriate judgment, including judgment about when to seek input direct from the executives you support.
• •Understand overall group priorities and align schedules and meetings appropriately.
• •Actively support team and leadership meetings. This includes meeting coordination and logistics, such as ensuring technology availability, slide sharing, agenda distribution, as well as assisting with notes and follow-up actions.
• •Effectively and efficiently coordinate virtual and in-person off-sites for team and leadership meetings, including agenda, logistics, travel and special events.
• •Plan, coordinate and execute legal department events.
• •Consistently and proactively suggests and introduces new ways of working to improve effectiveness.

Travel and Expense:

Makes travel arrangements expeditiously, accurately and in a cost-effective manner.

Coordinates site visits (virtual and physical) of executives, including partnering with local legal leadership to develop a full itinerary (meeting times, special events, socials, dinners), transportation logistics and required travel documents.

Manages expense reports to ensure on-time submission with required detail and accuracy

Onboards suppliers, prepares and tracks purchase orders, invoice payments and expense reports to ensure accuracy and timely payments to suppliers.

Office Administration/general:

• •Maintain and update organizational charts, distribution lists and team meeting participants for the relevant legal teams.
• •Handle incoming & outgoing courier, inter-office mail and post, as well as supporting on outgoing correspondence.
• •Assist with registration and hosting any visitors coming to the site.
• •Support onboarding of new employees and AWFs.
• •Partner and network with other PayPal administrative assistants in order to collaborate, identify common challenges and opportunities for development, obtain information, solve problems and successfully navigate PayPal processes and policies.
• •Completes ad-hoc and/or on-going projects and special assignments that ranges from financial/budget reporting, professional presentations, information gathering, budget/process planning, and following-up on key meetings decisions.
• •Ensures absolute confidentiality of all sensitive information and communications.
• •Embody and role model PayPal’s Values, One Team Behaviors and champion PayPal Policies.
• •Provide general administrative support as required.

Requirements and Relevant Experience:

• •Bachelor’s Degree.
• •Notary Public experience or ability to become a Notary Public.
• •Proven ability to independently exercise sound judgment, prioritize appropriately, show initiative and problem solve.
• •Must have demonstrated strong interpersonal and communication skills (both written and verbal),