About RivianRivian is on a mission to keep the world adventurous forever. This goes for the emissions-free Electric Adventure Vehicles we build, and the curious, courageous souls we seek to attract.
As a company, we constantly challenge what’s possible, never simply accepting what has always been done. We reframe old problems, seek new solutions and operate comfortably in areas that are unknown. Our backgrounds are diverse, but our team shares a love of the outdoors and a desire to protect it for future generations.
Role SummaryThe Senior Leadership Administrative Partner will be responsible for providing administrative and leadership support to the Executive Vice President of Facilities and their leadership team. More than that, the Sr. Leadership Administrative Partner will become the right hand of the Executive, working closely to ensure efficiency of time and productivity of workstreams.
This position will be responsible for performing several administrative duties including, but not limited to, organizing and coordinating schedules, meetings, travel, expenses, department leadership meetings, board of directors’ meetings, external meetings, speaking engagements, etc. The position will also be responsible for working with the Exectuive Vice President of Facilities and department leadership on the overarching calendar, content, and tracking cross department initiatives and general objectives for the Executive Vice President of Facilities. The Senior Leadership Administrative Partner 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 executive management and outside board members and have outstanding time management skills.
Responsibilities- Manage a complex, high-volume calendar for the Executive Vice President of Facilities (EVP, Facilities).
- Supervise and support two administrative assistants serving the leadership team.
- Take and distill meeting notes, highlighting key insights and takeaways.
- Book domestic and international travel (airfare, hotel, car rental, train).
- Handle sensitive and confidential information with discretion.
- Prepare and distribute weekly, bi-weekly, and monthly reports.
- Manage and submit all expense reports.
- Assist in executive meetings, including agenda creation, meeting minutes, and follow-up actions.
- Enter and manage requisitions in Coupa, overseeing the process from request to invoicing.
- Plan and coordinate events, such as offsite events, leadership retreats, team-building activities, all-hands meetings, and impromptu sessions.
- Maintain strict confidentiality with a high volume of sensitive information.
- Organize and maintain file systems, correspondence, contacts, and records (both paper and electronic).
- Handle internal and external correspondence.
- Support the calendar needs of the department leadership team.
- Coordinate EVP, Facilities’ participation in high-level external initiatives and meetings, including liaising with external high-level offices, preparing and organizing briefing materials, and anticipating needs of the EVP, Facilities before, during and after these engagements.
- Think ahead and identify potential surprises before they occur – ensuring executive’s readiness on key weekly topics and engagements with stakeholders.
Qualifications- Bachelor’s degree or equivalent experience required
- 10+ years of experience in an administrative role preferably in the tech industry and supporting senior leaders in the people environment
- Advanced Microsoft Office skills, with 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 pressure;
- Positive attitude and strong business acumen;
- Ability to multi-task in a fast-paced environment and anticipate last minute changes
Equal Opportunity
Rivian is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. 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.
Rivian 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 [email protected].
Candidate Data Privacy
Rivian 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. Rivian 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.
Rivian 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) Rivian affiliates; and (iii) Rivian’s service providers, including providers of background checks, staffing services, and cloud services.
Rivian may transfer or store internationally your Candidate Personal Data, including to or in the United States, Canada, the United Kingdom, 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.
