Career Center

Location: HQ-San Jose (Hybrid, will require to work in office a minimum of 3 days a
week)

Supporting: Supporting FP&A executives and executive assistant
Nutanix seeks the best and brightest candidate who values professional relationships
complimented by creativity and teamwork. Further, the right candidate will have demonstrated
progressive success as an Administrative Assistant supporting dynamic, senior-level executives’
leaders in a fast-paced, high-tech environment, essential to maintain operational efficiency,
ensuring timely execution of critical tasks, and supporting the broader team in delivering high-
quality work.
The Administrative Assistant must be competent in performing tasks with minimal direction
and willingness to handle a wide variety of situations, as well as competing priorities with a great
attitude and sense of humor. Must have outstanding time management and organizational skills,
relying on expertise and sound judgment to plan and accomplish goals. Must be able to exercise
discretion, independent judgment and capable of analyzing and solving complex and abstract
requests.

This position is expected to involve a high degree of confidentiality, sensitivity, creativity,
latitude, flexibility, and availability for effective and efficient performance for support required.
Major Duties and Responsibilities: Must be able to provide diverse, routine to complex
administrative support with keen ability to foresee and anticipate the needs of the executive and
organization to optimize their time and take a proactive role to anticipate, identify and
initiate/facilitate thoughtful solutions as follows:
1. Calendar Management: Manage and maintain highly complex and changing calendars,
schedule appointments, meetings, and organizational functions. Resolving conflicts and
priorities.
2. Event Support: Researching, coordinating, and organizing quarterly team-building activities
and office festivities. Supporting Town Hall preparation, coordinating presentation materials
and speaker logistics, arranging room setup/seating, and managing A/V needs and ticketing for
hybrid or in-person attendance.
3. Signature & Document Workflow Management: Process and manage high volume of
documents requiring from multiple stakeholders and require careful tracking to ensure
meeting timelines which includes but not limited to:
• Communication & Inquiry Management: Monitoring and responding to email inquiries
related to document requests and approvals. Ensuring timely follow-up and visibility of
urgent matters.
• Legal Coordination: Ensuring documents reviewed and signed off by Legal before
routed for signature, requiring follow-up and coordination to avoid delays.
• Document Handling: Monitor and manage r signature requests through lengthy email
threads, requiring careful extraction, printing, and organization of documents.
• Shipping & Legalization: Documents often need to be shipped, notarized, and legalized,
which involves coordination with external vendors and attention to legal protocols.
• Follow-up, ensuring notarization, and legalization processes with precision and
attention to detail.
4. Guest & Investor Relations: Greeting and assisting guests, especially during investor visits,
and coordinating logistics for on-site investor meetings.
5. Procurement & Follow-Up: Assisting with Purchase Order (PO) requests, tracking and
following up on procurement processes to ensure timely completion.
6. Email Distribution List & Slack Channel Management: Managing and maintaining email
distribution lists for Accounting, Finance, and Global Finance teams, ensuring timely updates to
Slack channels, including onboarding and offboarding of team members across all functional
channels on a weekly basis, and coordinating with IT and People Ops to ensure access
permissions are accurate and up to date.
7. Internal Knowledge & Resource Management: Maintaining shared drives, folders, and
internal documentation to ensure easy access to templates, policies, and reference materials,
and assisting in the creation and upkeep of onboarding materials for new hires.
8. Ad Hoc Administrative Support: Supporting special projects and cross-functional initiatives as
needed, assisting with travel arrangements, expense reports, and internal communications.

Required Profile (education, experience):
• Preferred 5+ years of continual administrative support supporting VPs and above within a
highly demanding fast-paced Finance oriented environment.
• Exceptional calendar management skills.
• Exceptional communication skills, verbal and written.
• High level of integrity with a humble nature; fully capable of taking initiative, manage and
oversee various projects from multiple management; being highly proactive and intuitive,
detailed oriented, self-motivated, adaptive, and creative.
• Proven skills analytically with abstract problem-solving.
• Exceptional professionalism, soft-skills and being a team player.
• High level of work ethics, integrity, confidentiality, and flexibility.
• Advanced level MS Office Suite (Word, Excel, PowerPoint, Outlook, Project, Google Drive).
• Must be highly reliable, flexible and dependable with time management to be able and
available to come to work early and/or stay late with minimal notice.
• Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing
with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer
Relationships, and Safety.

Preferred/Assets profile (skills, experience, education):
• Experience assisting within corporate Finance organization.
• Experience in highly demanding fast-paced start-up environment.
• Experience with corporate tools and applications such as AMEX Travel, Coupa, Expensify, Zoom,
Slack, etc.
• Experience in working with a diverse multi-cultural environment.
• Must be reliable and work independently.
• Demonstrates a broad company knowledge which includes best practicing corporate policies,
procedures, guidelines, and organizational structure.
Key Competencies for Success:
• Trusted Admin Business Partner/Understand Business Preferences and Priorities: Trusted
confidant to provide exceptional services, resources, and creative solutions to executive
leaders, stakeholders, and other key business partners.
• Communication and Business Relationships: Partner and collaborate with stakeholders and
knowledge of the business, leadership, organizational structure, and employee base.
• Time Management, Prioritization, and Productivity: Plan and manage calendars, ensure
internal/external meetings are effectively scheduled, and resolve conflicts. Recognize,
acknowledge, follow-up and follow-through – manage inquiries quickly, proactively, intuitively
and follow through for successful completion in an efficient and responsive timely manner.
• Deliver w/Quality & Accuracy: Organization, attention to detail, customer service with
excellence, and clear written/oral communications.
• Travel Management: Liaise with executives and stakeholders to plan and manage travel.
Demonstrate planning and organizational skills to ensure efficient and productive business
trips.
• Finance Management: Knowledge and understanding of expense reporting, procurement
tools, and business policies and procedures.
• Event Management: Plan and execute meetings and events.
• Innovation: Recognize operational weaknesses and help resolve, sharpen processes, and/or
develop innovative ideas.
SCOPE:
• Knowledge / Skill: As a skilled specialist, contributes to the development of concepts and
techniques. Completes complex tasks creatively, efficiently, and effectively.
• Job Complexity: Works on moderate to complex assignments requiring considerable
judgment, takes initiation to anticipates general day-to-today support. Understands
implications and scopes of work where analysis of situations or data requires a review of a
variety of factors to make recommendations for solutions to meet deadlines and expectations
for requests. Exercises judgment within defined procedures and practices to determine
appropriate action. Builds productive internal/external working relationships.
• Supervision: Adaptive learner, self-starter, normally receives general instructions to determine
methods and procedures on new assignments. May receive detailed instructions on new
projects or assignments.
• Experience: Typically requires a minimum of 3-5 years of related experience; supporting
multiple projects and assignments in a fast-paced corporate environment.