Global Programs Administrative Assistant

Compensation: Minimum $105,500.00 – Maximum $131,900 per year (SF Bay Area candidates only)

The exact compensation may vary based upon skills &experience

At SEMI, we offer opportunities to connect and interact with world leaders, industry legends, and rising stars. We help our members develop public and private policies to strengthen global supply chains and promote business growth and prosperity. We invite you to learn and grow professionally through working on powerful programs, and to contribute by influencing and impacting an industry that enables virtually all technologies, including those that make our world healthier, safer, and more connected. We take pride in offering work-life balance so you can live your personal and professional life to the fullest.

THE ROLE:

The SEMI Foundation is seeking an experienced and mission driven Global Programs Administrative Associate with excellent organizational and communications skills to support the VP of Global Workforce Development and other functions including finance, administration, and global expansion. This role will work closely with the VP providing executive administrative support, research, and coordination in her work across global regions. This role will also support Foundation internal functions including finance and administration. This role interfaces with external partners and internal team members and is expected to build good working relationships at all levels. Responsibilities include proactively managing the VP’s calendar, organizing travel and events, supporting preparation or meetings and presentations, drafting correspondence, conducting thorough research, aggregating information, managing basic finance duties, and supporting the transfer of information between teams. This is a dynamic, fast-paced organization and this position requires a high-energy individual with strong administrative and interpersonal skills. This position reports directly to VP of Global Workforce Development and communicates regularly with internal staff, executive leadership team and occasionally the Board of Directors and external clients.

The Global Programs Administrative Associate will need to be creative, energetic, and able to thrive in a fast-paced environment with multiple deadlines and projects at any given time.

This is a full-time position which reports to the VP of Global Workforce Development and is located at our HQ office in Milpitas, CA

CORE QUALIFICATIONS AND EXPERIENCE:

• Positive, open-minded, and agile approach to supporting an organization in a growth phase.
• Highly organized with outstanding attention to detail and the ability to manage multiple projects.
• Proactive problem solver with the ability to anticipate needs and implement solutions.
• Excellent customer service orientation: friendly, responsive, and eager to help a variety of partners.
• Ability to interface with senior executives, board members, and external stakeholders with professionalism and confidence.
• Strong verbal and written communication skills, with an appropriate blend of professionalism and friendliness.
• High proficiency in using Microsoft Office and other organizational tools.
• Effective collaborator who can streamline administrative processes and ensure seamless support for colleagues and leadership.
• Honest, trustworthy, dependable, and able to safeguard sensitive information.
• Excellent time management skills with a proven ability to prioritize tasks and meet deadlines.
• Excellent problem-solving skills and ability to think critically and creatively.
• Able to understand assignments, ask clarifying questions, and complete tasks with little to no follow up from assigned leaders.
• Demonstrated ability to navigate complex, decentralized organizational structures, balancing multiple priorities and engaging cross-functional teams to drive alignment and execution.
• Ability to multi-task and function well in a high-paced and sometimes stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Team-oriented approach, service focus, and the ability to manage ambiguity
• Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• Familiarity with or interest in workforce development or education sectors.
• Ability to research, synthesize, and present findings clearly in written or presentation form.

PREFERRED QUALIFICATIONS:

• 5-7 years of experience supporting a senior-level executive or team
• Associate or bachelor’s degree in business administration, management, communications, or related experience
• Prior experience with Board engagement
• Experience in the semiconductor industry
• Experience with finance operations, grants and fund development, or communications

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive Support 20%

• Maintain up-to-date awareness of VP obligations to proactively assist and/or anticipate needs
• Prioritize conflicting needs, handle matters expeditiously, proactively and confidentially, and follow through on a variety of special requests to successful completion, often with deadline pressures
• Schedule meetings for VP using knowledge and understanding of the key business priorities of the team and leaders at the SEMI Foundation. Actively make decisions about the timing of meetings, suggest attendees that may have been overlooked, and provide overall collaborative support to make the meeting and the team more effective.
• Proactively manage VP’s calendar spanning multiple time zones while balancing team priorities and external partner engagements.
• Provide a broad variety of administrative tasks including, but not limited to, organizing travel arrangements, preparing and processing expense reports, preparing itineraries and agendas, and compiling documents and presentations for meetings.
• Draft presentations, emails, and other executive-level correspondence on behalf of the VP.
• Effectively answer inquiries of VP and stakeholders and interact effectively with them by phone, in writing, and in person

Finance 15%

• Serve as initial point of contact for Foundation and SEMI Finance staff requests regarding accounts receivable & accounts payable
• Support accounting team and Finance Manager with monthly and year-end reconciliations and budgeting data-entry for grants and foundation administrative
• Enter vendor invoices for payment into a web-based accounting platform

Administrative Support 15%

• Monitor Foundation email inbox and respond or route inquires appropriately
• Support contract processes such as filling templates, routing for signatures, and storing/recording contracts and related invoices/payments
• Review and approve expense reports
• Submit expense reports on behalf of team members as needed
• Be a problem solver while supporting company culture
• Prioritize conflicting needs, handle matters expeditiously, proactively and confidentially, and follow through on a variety of special requests to successful completion, often with deadline pressures

Support SEMI Foundation’s Global Expansion 50%

• Provide administrative programmatic support to the VP of Global Workforce and other global roles
• Assist in research about partners & potential partners including academia, industry, government agencies, non-profit organizations, etc.
• Support the aggregation of best practices, potential collaborators, funding opportunities, and workforce needs as available
• Support event planning and execution
• Support transfer of HQ info to regional workforce development efforts
• Document progress on global workforce initiatives, including partnership development, meeting notes, action items, and milestones to help ensure accountability and communication across teams.
• Support the administration of regional pilots and new initiatives, including helping to create timelines, track deliverables, and draft reports
• Contribute to internal knowledge sharing by organizing reports, decks, and updates helping the Foundation assess what’s working and where we might invest next

WHAT SUCCESS LOOKS LIKE:

• VP of Global WFD has the support needed to be successful and productive
• You have contributed to building a coordinated effort to research, plan, scale, and support new workforce initiatives across regions
• You demonstrate continuous learning, adaptability, and commitment to professional growth

ABOUT US

THE SEMI FOUNDATION
The SEMI Foundation is a 501(c)(3) nonprofit charitable organization founded in 2001 to support economic opportunity for workers and the sustained growth of the microelectronics industry. We accomplish this through creating pathways and opportunities for job seekers, and tools and systems for semiconductor companies to attract, develop, and retain a diverse, innovative, and skilled workforce. Visit us at semifoundation.org. SEMI is our parent company.

SEMI connects more than 3,000 member companies and more than a quarter-million professionals worldwide to advance the science and business of electronics manufacturing. SEMI members are responsible for the innovations in materials, design, equipment, software, and services that enable smarter, faster, more powerful, and more affordable electronic products. Since 1970, SEMI has built connections that have helped its members grow, create new markets, and address common industry challenges together. SEMI maintains offices in Bangalore, Berlin, Brussels, Grenoble, Hsinchu, Milpitas, Seoul, Shanghai, Singapore, Tokyo, and Washington, D.C. For more information about a career at SEMI, please visit us at SEMI.org.