Administrative Assistant - Cisco Networking UX (Hybrid)

📍 Job Overview

Job Title: Administrative Assistant - Cisco Networking UX (Hybrid)

Company: Cisco

Location: San Francisco, California, United States

Job Type: Full time

Category: Operations Support / Executive Administration

Date Posted: 2026-10-02

Experience Level: 2-5 years

Remote Status: Hybrid

🚀 Role Summary

• Provide dedicated administrative and operational support to three Senior Leaders within the Cisco Networking UX Design Foundations team.

• Manage complex calendar scheduling, travel logistics, and expense reporting with a high degree of accuracy and discretion.

• Drive special projects and operational initiatives, contributing to the team's overall efficiency and effectiveness in AI-assisted design practices.

• Act as a key liaison, fostering strong working relationships and facilitating seamless communication across diverse cross-functional teams within the Cisco Networking organization.

📝 Enhancement Note: While the title is "Administrative Assistant," the responsibilities and context within the "Design Foundations" team, supporting multiple senior leaders in a technology company, strongly indicate a role that leans heavily into executive and operational support. The emphasis on "special projects and operational efforts" and "cross-functional dynamics" suggests a need for proactive problem-solving and a strategic understanding of team operations, moving beyond traditional administrative tasks. This role is critical for enabling the efficient functioning of a high-impact UX team.

📈 Primary Responsibilities

• Execute a wide range of administrative tasks, including the meticulous management of demanding executive calendars, proactive scheduling of internal and external meetings, and timely completion of detailed expense reports.

• Strategically plan, coordinate, and meticulously ensure that executive schedules are adhered to and appropriately prioritized to maximize productivity and alignment with team objectives.

• Proactively research, prioritize, and follow up on incoming issues and concerns, including those of a confidential nature, determining the most effective course of action, referral, or response to maintain operational flow.

• Plan, organize, and execute team training sessions, offsites, and other significant events, managing all related travel arrangements, logistics, and expense reconciliation with precision.

• Undertake and manage special projects as assigned, requiring initiative, problem-solving, and the ability to adapt to evolving priorities and business needs within the UX organization.

• Develop and maintain strong working relationships with executives, team members, and various cross-functional stakeholders across the Cisco Networking portfolio.

• Serve as a point of contact for internal and external inquiries, providing timely and professional responses or directing them to the appropriate individuals.

📝 Enhancement Note: The core responsibilities are heavily focused on executive support and operational facilitation. The mention of "AI-ready user experiences" and "AI-assisted design practices" in the team description suggests that the administrative assistant will be supporting leaders who are at the forefront of technological innovation. Therefore, a candidate with an understanding of or interest in technology, particularly UX and AI, will likely be more successful in this role and better equipped to support the team's strategic goals.

🎓 Skills & Qualifications

Education: While not explicitly stated, a Bachelor's degree in Business Administration, Communications, or a related field is often preferred for roles supporting senior executives in a corporate technology environment, demonstrating a foundational understanding of business operations.

Experience: A minimum of 2-5 years of progressive experience as an Executive Assistant, Administrative Assistant, or in a similar operational support role within a fast-paced software or technology company is required. This experience should demonstrate a proven ability to support multiple senior-level individuals concurrently.

Required Skills:

• Demonstrated expertise in comprehensive calendar management for multiple executives, including complex scheduling, conflict resolution, and prioritization.

• Proficiency in coordinating domestic and international travel arrangements, including flights, accommodations, and detailed itineraries.

• Skilled in accurate and timely expense report preparation and submission using corporate systems.

• Proven ability to manage and oversee special projects from conception to completion, requiring strong organizational and project management acumen.

• Exceptional written and verbal communication skills, with the ability to draft professional correspondence, reports, and presentations.

• Strong organizational and time management skills, with a proven capacity to prioritize tasks and manage competing deadlines effectively.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace applications (Docs, Sheets, Slides, Gmail, Calendar).

• Absolute discretion and a proven track record of handling confidential and sensitive information with utmost professionalism and security. Preferred Skills:

• Experience in preparing and communicating clear, concise, and impactful information for executives, teams, and diverse stakeholder groups.

• A demonstrated ability to organize and manage multiple priorities, deadlines, meetings, and competing requests in a dynamic, fast-paced work environment.

• A proactive approach to building and maintaining effective working relationships with executives, peers, and cross-functional stakeholders at all levels.

• Familiarity with design systems, UX principles, or AI concepts, which would provide valuable context for supporting the Design Foundations team.

• Experience with event planning and coordination for team offsites, training sessions, or company events.

📝 Enhancement Note: The "2+ years of experience" is a minimum. Given the support for three senior leaders and "special projects," candidates with 3-5 years of experience in a similar capacity will be more competitive. The emphasis on "exercise good judgment and maintain a realistic balance among multiple priorities" highlights the need for a candidate who is not just task-oriented but also capable of strategic thinking and independent decision-making within the scope of their role.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Executive Support Case Studies: Examples demonstrating successful management of complex executive schedules, including handling last-minute changes and prioritizing competing demands. Highlight efficiency gains or improved executive productivity.

• Project Management Documentation: Showcase a project managed from initiation to completion, detailing scope, timelines, stakeholder communication, and successful outcomes. Focus on any operational improvements or process optimizations implemented.

• Communication Samples: Include examples of professional correspondence, meeting minutes, or presentations created for executive audiences, demonstrating clarity, conciseness, and impact.

• System Proficiency Examples: While not a formal portfolio item, be prepared to discuss your experience and comfort level with various administrative and collaboration tools, particularly Microsoft Office and Google Suite, and any experience with CRM or project management software.

Process Documentation:

• Workflow Optimization: Be prepared to discuss how you have analyzed and improved administrative workflows to enhance efficiency, reduce errors, or save time for executives and teams.

• System Implementation/Usage: Discuss any experience in adopting new administrative tools or processes, or how you've leveraged existing tools to streamline operations.

• Performance Measurement: While not directly responsible for UX metrics, demonstrate an understanding of how administrative support contributes to overall team productivity and goal achievement, and how you might track your own effectiveness.

📝 Enhancement Note: For an Administrative Assistant role supporting senior leaders, a formal "portfolio" might not be strictly required in the traditional sense. However, candidates should prepare a "professional toolkit" or "showcase" of their capabilities. This could include anonymized examples of their work, a summary of key projects managed, and a clear articulation of their process for handling executive support and operational tasks. The focus should be on demonstrating efficiency, organization, discretion, and proactive problem-solving.

💵 Compensation & Benefits

Salary Range: Based on the provided information, the target salary range for this role in the San Francisco, California area is approximately $99,300 to $172,800 USD per year.

• The posting explicitly states a starting range of $99,300 to $131,800 for U.S./Canada locations.

• However, it also lists a specific full salary range for the "New York City Metro Area" as $99,300.00 - $172,800.00. Given San Francisco's comparable cost of living and market demand for executive support in tech, it is reasonable to infer that the upper end of the San Francisco range would align with or exceed the NYC Metro range.

• Methodology: This estimate is derived from the provided salary ranges for U.S. employees, specifically referencing the higher end of the stated ranges for comparable high-cost-of-living tech hubs. The AI's initial range of $99,300 - $131,800 is likely a baseline for many U.S. locations, with specific regions like San Francisco and NYC commanding higher potential based on market dynamics.

Benefits:

• Comprehensive Medical, Dental, and Vision Insurance plans.

• 401(k) retirement savings plan with a Cisco matching contribution.

• Generous Paid Parental Leave policy.

• Short-term and Long-term Disability coverage.

• Basic Life Insurance.

• Eligibility for Cisco Restricted Stock Units (RSUs) that vest over time.

• 10 paid holidays per full calendar year, plus a floating holiday for non-exempt employees.

• Additional paid time off including a birthday holiday, year-end shutdown, and personal wellness days.

• 16 days of paid vacation time per year for non-exempt employees; flexible vacation time off for exempt employees.

• 80 hours of sick time off provided annually, with carry-forward provisions.

• Optional 10 paid days per year for volunteer activities.

• Eligibility for annual bonuses (for non-sales roles).

Working Hours: The role is expected to be a full-time position, typically around 40 hours per week. While the job is hybrid, the specific in-office days will be determined by the team's needs and the senior leaders' schedules, likely requiring presence for key meetings and collaborative sessions.

📝 Enhancement Note: The salary range provided is quite broad, reflecting the company's approach to compensation based on numerous factors including location, experience, and specific role demands. For San Francisco, expect compensation to be at the higher end of the stated ranges due to the high cost of living and competitive tech market. The extensive benefits package, including RSUs and flexible PTO, is a significant component of the total compensation for this role.

🎯 Team & Company Context

🏢 Company Culture

Industry: Technology, specifically Networking Hardware and Software solutions, with a strong focus on User Experience (UX) design, AI integration, and operational efficiency within product development. Cisco is a global leader in enterprise networking, cybersecurity, and collaboration solutions.

Company Size: Cisco is a large enterprise company, with tens of thousands of employees globally. This size offers stability, extensive resources, and a wide range of career development opportunities, while also meaning processes can be more formalized.

Founded: Cisco was founded in 1984. This long history signifies a company with established market presence, deep technical expertise, and a proven track record of innovation and adaptation within the rapidly evolving technology landscape.

Team Structure:

• The "Design Foundations" team is a horizontal, cross-functional group within Cisco Networking UX. It likely comprises UX Designers, Design System Engineers, Content Strategists, Researchers, and potentially AI/ML specialists focused on user experience. The team is designed to support multiple product lines (Meraki, Catalyst, ThousandEyes, etc.), indicating a matrixed reporting structure or strong project-based collaboration.

• The Senior Leaders supported by this role oversee critical areas like Platform Experience, specific product lines (Networking and PIN Products), and User Research. This suggests a hierarchical structure within the UX organization, with these leaders holding significant influence over UX strategy and execution.

• Collaboration is emphasized, with the team working "horizontally across the Networking portfolio" and enabling other teams to adopt new methods and tools. This implies a culture of shared ownership, knowledge transfer, and strong interdependencies between the Design Foundations team and product development teams. Methodology:

• Data Analysis & Insights: The team focuses on delivering "measurable impact," suggesting a data-driven approach to UX. This includes analyzing user feedback, performance metrics, and adoption rates of new design standards to inform strategy and improvements.

• Workflow Planning & Optimization: A core function is to "empower" product teams by unifying UX foundations. This involves designing and refining processes for design system adoption, AI experience standards, and content strategy governance to ensure consistency and scalability.

• Automation & Efficiency: The team is "AI-ready" and driving "AI-assisted design practices." This points to a forward-thinking approach that leverages technology and automation to enhance design quality, speed up development cycles, and ensure durable, scalable solutions.

Company Website: https://careers.cisco.com/global/en and https://www.cisco.com/

📝 Enhancement Note: The context of "Design Foundations" and supporting leaders across multiple product lines (Meraki, Catalyst, ThousandEyes) means this administrative role is integral to a high-impact, strategic team. The focus on AI and scalable UX suggests a dynamic and innovative environment. The administrative assistant will be supporting leaders who are shaping the future of UX at Cisco Networking, requiring a proactive and adaptable individual.

📈 Career & Growth Analysis

Operations Career Level: This role is classified as an Administrative Assistant, but given the executive support for three Senior Leaders in a major tech company, it functions at a senior administrative or operational support level. It's a crucial role for enabling the productivity and strategic execution of the Design Foundations team.

Reporting Structure: The Administrative Assistant will report directly to the three Senior Leaders they support. This provides direct exposure to high-level decision-making, strategic discussions, and the operational challenges faced by senior management within the UX organization.

Operations Impact: While not directly managing revenue or sales processes, this role has a significant indirect impact on operations by:

• Enhancing Executive Productivity: Freeing up senior leaders' time to focus on strategic initiatives, product vision, and team leadership.

• Improving Team Efficiency: Facilitating smooth operations, event planning, and project execution for the Design Foundations team, which in turn enables other product teams to deliver better UX faster.

• Ensuring Coherent UX: By supporting the team that defines UX foundations, the role contributes to the consistent and high-quality user experiences across Cisco Networking products, which directly impacts customer satisfaction and product adoption.

• Facilitating Innovation: Supporting leaders involved in AI-assisted design and emerging technologies helps drive the company's innovation agenda.

Growth Opportunities:

• Specialization in Executive Support: Develop deep expertise in supporting senior technology leaders, becoming an indispensable asset.

• Project Management Skills: Gain hands-on experience managing diverse projects, potentially leading to roles in project coordination or operations management within a tech organization.

• Operations Acumen: Develop a strong understanding of UX development lifecycles, design systems, and AI integration within a large technology company.

• Networking & Internal Mobility: Build extensive internal networks across Cisco Networking and potentially beyond, opening doors for future opportunities in operations, program management, or other administrative leadership roles within Cisco.

• Skill Development: Opportunities to learn about new technologies, tools, and methodologies within the UX and AI space through exposure to the team's work.

📝 Enhancement Note: The growth path for this role is primarily within senior administrative, executive support, or operational coordination functions. While not a direct path into sales or revenue operations, the exposure to strategic initiatives and cross-functional collaboration within a tech environment can be a strong foundation for various operational roles in the future, especially if the individual seeks to leverage their understanding of tech product development and user experience.

🌐 Work Environment

Office Type: This is a Hybrid role, meaning the employee will split their time between working remotely and in the Cisco San Francisco office. This offers flexibility while ensuring in-person collaboration and engagement.

Office Location(s): The primary office location is San Francisco, California (Zip Code: 94158). Specific details about the office facilities and amenities would be available through the hiring team or on Cisco's internal resources.

Workspace Context:

• Collaborative Environment: The San Francisco office likely features modern collaborative spaces designed to foster interaction and teamwork, essential for a hybrid model. Expect meeting rooms, shared workspaces, and areas for informal discussions.

• Operations Tools & Technology: Access to Cisco's standard IT infrastructure, including reliable internet, communication tools (like Cisco Webex), and the necessary software suites (Microsoft Office, Google Workspace) to perform duties effectively.

• Team Interaction: Opportunities for direct interaction with the Senior Leaders supported, as well as with other members of the Design Foundations team and various cross-functional colleagues within the Cisco Networking organization, both in person and virtually.

Work Schedule: The standard work schedule is anticipated to be approximately 40 hours per week. The hybrid nature allows for some flexibility in structuring the work week, with designated days in the office likely driven by team meetings, executive needs, and collaborative project requirements.

📝 Enhancement Note: The hybrid nature implies a need for strong self-management and communication skills, as well as the ability to transition seamlessly between remote and in-office work. Candidates should be prepared to articulate how they maintain productivity and collaboration in a hybrid setting.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: A recruiter will likely conduct an initial phone screen to assess basic qualifications, experience, and interest in the role and Cisco.

• Hiring Manager Interview: Expect an interview with one or more of the Senior Leaders the role will support. This will focus on your experience managing executive calendars, handling complex tasks, your approach to prioritization, and your understanding of the role's responsibilities. Be prepared to discuss specific examples of your past work.

• Team/Cross-functional Interview: You may meet with other members of the Design Foundations team or key cross-functional partners. This interview will assess your collaboration style, communication skills, and cultural fit with the team.

• Skills Assessment/Case Study (Potential): While less common for an Admin Assistant role, you might be asked to complete a short exercise, such as drafting an email, organizing a hypothetical schedule, or outlining a plan for a small project. This would assess your practical skills.

• Final Interview/Offer: A final discussion with a senior leader or HR to confirm details and extend an offer.

Portfolio Review Tips:

• Focus on Executive Support: Prepare to walk through specific examples of how you’ve managed complex calendars, coordinated intricate travel, and handled sensitive information for executives. Quantify achievements where possible (e.g., "Reduced scheduling conflicts by X%," "Managed travel for Y executive trips per quarter").

• Demonstrate Project Management: Have 1-2 examples of special projects or operational initiatives you managed. Clearly articulate the problem, your approach, the steps you took, and the positive outcome or impact.

• Highlight Communication Skills: Be ready to discuss how you communicate with different stakeholders, draft professional correspondence, and present information clearly and concisely.

• Showcase Tool Proficiency: Be prepared to discuss your experience with Microsoft Office and Google Suite in detail, and mention any other relevant administrative or project management software you've used.

• Emphasize Discretion: Be ready to speak to your understanding of confidentiality and how you handle sensitive information.

Challenge Preparation:

• Prioritization Scenarios: Be ready to answer questions about how you would prioritize competing requests from multiple executives with urgent needs.

• Problem-Solving: Prepare for questions about how you would handle a difficult scheduling conflict, a travel disruption, or an unexpected project requirement.

• Teamwork & Collaboration: Think about how you build relationships with colleagues and stakeholders, and how you contribute to a positive team environment.

• Company & Culture Research: Understand Cisco's mission, its products (especially in networking), and its culture. Relate your skills and experiences to how you can support the Design Foundations team's goals and Cisco's overall objectives.

📝 Enhancement Note: For this role, the "portfolio" is less about formal documents and more about your ability to articulate your experience and skills through detailed examples during the interview process. Be ready to provide concrete, behavioral-based examples that demonstrate your capabilities.

🛠 Tools & Technology Stack

Primary Tools:

• Microsoft Office Suite: Essential for daily tasks, including:

  • Outlook: Advanced calendar management, email organization, scheduling meetings.
  • Word: Document creation, editing, and formatting for reports and correspondence.
  • Excel: Data organization, basic spreadsheet creation for tracking expenses, project details, or lists.
  • PowerPoint: Creating and editing presentations for executives or team meetings.

• Google Workspace: Increasingly common in tech environments, including:

  • Gmail: Email communication.
  • Google Calendar: Calendar management and scheduling.
  • Google Docs, Sheets, Slides: Collaborative document, spreadsheet, and presentation creation.

• Cisco Webex: For virtual meetings, team collaboration, and internal communication, especially given the hybrid work model.

Analytics & Reporting:

• While not directly responsible for data analytics, proficiency in Excel for basic data tracking and reporting is key.

• Familiarity with expense reporting software (e.g., Concur, SAP Concur) will be necessary. CRM & Automation:

• While not a primary CRM role, understanding how administrative tasks support sales and customer-facing teams is beneficial.

• Familiarity with project management tools (e.g., Asana, Trello, Jira) or task management systems could be advantageous for managing special projects.

• Experience with internal Cisco systems for travel booking, expense submission, and HR functions.

📝 Enhancement Note: Proficiency in both Microsoft Office and Google Workspace is a strong advantage, as many tech companies utilize a mix of these platforms. Understanding how to use these tools efficiently for scheduling, communication, and basic data management is critical. Experience with collaborative platforms like Webex is also highly relevant for a hybrid role.

👥 Team Culture & Values

Operations Values:

• Efficiency & Productivity: A core value for any operations-focused team, driving the need for streamlined processes and effective time management to maximize output.

• Collaboration & Teamwork: Essential for a horizontal team supporting multiple product lines. Success depends on strong partnerships and clear communication across diverse groups.

• Innovation & Forward-Thinking: Supporting leaders in AI-assisted design and emerging technologies means valuing curiosity, adaptability, and a proactive approach to adopting new methods.

• Attention to Detail & Accuracy: Crucial for administrative and operational support, ensuring that calendars, travel, expenses, and project details are managed flawlessly.

• Professionalism & Discretion: Upholding high standards of conduct and maintaining confidentiality is paramount when supporting senior executives.

Collaboration Style:

• Cross-functional Integration: The team actively works across different product groups (Meraki, Catalyst, ThousandEyes), requiring an inclusive and adaptable collaboration style that bridges diverse teams and priorities.

• Process-Oriented Feedback: The team aims to enable others by establishing standards and methodologies, suggesting a culture that values constructive feedback and continuous improvement of processes.

• Knowledge Sharing: As a team that defines UX foundations, there's an implicit value in sharing best practices, learnings, and tools to elevate the entire organization's UX capabilities.

📝 Enhancement Note: The "Design Foundations" team operates with a mission to empower others. This suggests a culture that is supportive, consultative, and focused on enabling success across the broader Cisco Networking organization. An administrative assistant who can foster this collaborative spirit through their own interactions will be highly valued.

⚡ Challenges & Growth Opportunities

Challenges:

• Managing Competing Priorities: Supporting three Senior Leaders means constantly juggling different demands, deadlines, and urgent requests. Learning to effectively prioritize and communicate is key.

• Navigating a Large Organization: Cisco is a global enterprise. Understanding its structures, processes, and key stakeholders can be challenging but is essential for effective support.

• Adapting to Evolving Technologies: The team is focused on AI and cutting-edge UX. Staying abreast of these developments, even at an administrative level, can be a learning curve.

• Hybrid Work Dynamics: Effectively managing communication, collaboration, and presence across both remote and in-office environments requires strong organizational and interpersonal skills.

Learning & Development Opportunities:

• Operations Skill Advancement: Deepen expertise in executive support, project coordination, and operational efficiency within a leading tech company.

• Industry Exposure: Gain insights into UX design, AI in technology, and the strategic priorities of the networking industry through daily interaction with the team.

• Leadership Exposure: Develop a strong understanding of executive decision-making, strategic planning, and leadership challenges within a major technology firm.

• Internal Mobility: Leverage the extensive network and experience gained at Cisco for future career advancement within the company, potentially moving into operations management, program coordination, or other administrative leadership roles.

📝 Enhancement Note: The challenges are typical for a senior administrative role in a large tech company. The growth opportunities are substantial, particularly in developing a robust operational support skillset within a highly innovative and strategically important team.

💡 Interview Preparation

Strategy Questions:

• "Describe a time you had to manage conflicting priorities from multiple executives. How did you handle it, and what was the outcome?" (Focus on prioritization, communication, and problem-solving).

• "How do you ensure accuracy and discretion when handling confidential information and sensitive executive schedules?" (Highlight your commitment to confidentiality and attention to detail).

• "Walk me through your process for planning and executing a team event or offsite, from initial concept to final reconciliation." (Demonstrate your project management and logistical planning skills).

• "How do you proactively identify potential issues or bottlenecks in administrative processes and what steps do you take to address them?" (Showcase your initiative and problem-solving approach). Company & Culture Questions:

• "What do you know about Cisco and its role in the networking industry?" (Research Cisco's products, mission, and recent news, particularly in networking and AI).

• "Based on the job description, what do you understand about the Design Foundations team's mission and how would you contribute to its success?" (Connect your skills to the team's goals of empowering others and driving AI-ready UX).

• "How do you approach building and maintaining relationships with senior leaders and cross-functional stakeholders?" (Emphasize your interpersonal skills, communication style, and proactive engagement). Portfolio Presentation Strategy:

• Structure Your Examples: For any project or complex task you discuss, use the STAR method (Situation, Task, Action, Result).

• Quantify When Possible: Instead of saying "managed calendars," say "Managed calendars for 3 VPs, optimizing schedules to accommodate 20+ critical meetings per week while minimizing conflicts."

• Highlight Proactivity: Emphasize instances where you anticipated needs or solved problems before they escalated.

• Showcase Tool Fluency: Be ready to describe how you use tools like Outlook, Google Calendar, or Excel to maximize efficiency and organization.

• Focus on Impact: Explain how your support directly enabled executives to be more effective or how your project management contributed to positive outcomes.

📝 Enhancement Note: The interview will likely focus heavily on behavioral questions. Be prepared with specific, concrete examples from your past experience that demonstrate the required skills and competencies. Tailor your answers to highlight how you can support senior leaders in a fast-paced, innovative tech environment.

📌 Application Steps

To apply for this operations support position:

• Submit your application through the Cisco careers portal link provided.

• Tailor Your Resume: Customize your resume to highlight your experience in executive support, calendar management, travel coordination, expense reporting, and project management within technology or software companies. Use keywords from the job description such as "Executive Assistant," "Calendar Management," "Microsoft Office," "Google Suite," "Confidentiality," and "Cross-functional collaboration."

• Prepare Your "Portfolio" of Examples: Gather specific, quantifiable examples of your achievements in managing complex schedules, handling sensitive information, executing projects, and supporting senior leaders. Be ready to articulate these using the STAR method during interviews.

• Research Cisco and the Team: Familiarize yourself with Cisco's products, particularly in the networking space, its company culture, and the mission of the Design Foundations team. Understand their focus on AI and UX.

• Practice Interview Responses: Rehearse answers to common administrative and behavioral interview questions, focusing on demonstrating your problem-solving skills, proactivity, discretion, and ability to thrive in a hybrid, fast-paced environment.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.