Senior Administrative Assistant, Americas

Senior Administrative Assistant

The Senior Administrative Assistant provides high-level administrative support to senior relationship managers within the Americas Distribution organization. This individual serves as a key point of contact for the team and works collaboratively across the organization to help deliver a seamless and positive experience for clients, colleagues, and business partners.

The role requires sound judgment, discretion, attention to detail, and the ability to manage confidential information appropriately. The successful candidate will work effectively with limited supervision, anticipate team needs, and coordinate across multiple stakeholders to provide consistent administrative support and coverage.

Responsibilities

• Provide day-to-day administrative and office support to senior relationship managers, ensuring they are prepared for meetings and that relevant follow-up items are tracked and completed. Responsibilities include complex calendar management, meeting coordination, expense administration, event planning, offsite coordination, travel arrangements, and correspondence.
• Coordinate client meetings, roadshows, conferences, and other business engagements. Responsibilities may include scheduling, preparing and compiling meeting materials, coordinating logistical arrangements, reserving meeting locations, arranging catering, submitting security notifications, and liaising with participants, subject-matter experts, external vendors, and internal partners. Engagements may be held in person, virtually, or through external venues.
• Manage travel and expense-related activities, including booking travel, preparing and submitting expense reports, reconciling expenses, and ensuring timely processing in accordance with company policies.
• Maintain client and contact management systems and accurately record meeting activity. Keep databases, shared sites, distribution lists, and other team resources current and organized.
• Provide accurate information regarding departmental processes and procedures. Submit technology and facilities requests and help ensure team members have the hardware, system access, and other tools required to work effectively.
• Partner closely with executive and regional administrative assistants and other teams to improve coordination, standardize processes, and increase efficiency across the department.
• Provide timely and constructive performance feedback to administrative colleagues, as appropriate, to support accountability, collaboration, and consistent service across the team.
• Adopt and appropriately use approved AI tools to streamline administrative processes, improve accuracy, and increase team productivity.
• Work independently to evaluate priorities, anticipate needs, and complete requests accurately and within required time frames. Requests may involve highly sensitive or confidential information.
• Serve as a professional representative of the team in internal meetings and interactions with clients, guests, colleagues, and external business partners.
• Welcome and assist office guests and serve as a primary point of contact for office-related needs, including new-hire onboarding, technology setup, workplace coordination, and office supply management.
• Contribute to team coverage and help maintain a collaborative, responsive, and high-performing administrative environment.

Qualifications

Required:

• Bachelor's degree or the equivalent combination of education and relevant experience AND
• 3+ years of total relevant work experience

Preferred:

• At least five years of relevant administrative, executive support, or related professional experience
• Demonstrated experience supporting multiple professionals and managing complex administrative responsibilities
• Experience supporting senior-level sales, or other client-facing professionals
• Experience using Concur or a comparable travel and expense management platform
• Experience using a CRM system to accurately maintain client data, contact information, meeting activity, and other relevant records
• Strong verbal and written communication, customer service, and interpersonal skills
• Demonstrated ability to manage multiple priorities, respond to changing…