Senior Administrative Assistant
Listed on 2026-07-19
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Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Business Administration, Executive Admin/ Personal Assistant -
Business
Office Administrator/ Coordinator, Business Administration
Proactive And Detail-Oriented Administrative Assistant
We are looking for a proactive and detail-oriented Administrative Assistant to provide high-level administrative support to a Sr Director and their leadership team of Directors in the AEC Building Design team. This role is a key part of how we want to work as a leadership team and you will be in a position to help us shape an entire industry of designers and builders.
You will handle a wide range of responsibilities and sensitive matters, using your experience and judgment to proactively anticipate needs, address potential issues, and ensure the team runs smoothly.
Job Responsibilities:
- Manage and maintain complex calendars, resolving conflicts and aligning priorities across multiple stakeholders
- Collaborate with leadership teams to prepare agendas and meeting materials, track action items, and follow up on deliverables
- Coordinate and manage domestic and international business travel; track expenses and submit accurate, timely expense reports
- Plan and coordinate virtual and in-person meetings and events (onsite and offsite), including preparation of materials, logistics, venues, activities, and catering
- Facilitate broad team communication by maintaining email aliases, Slack/Teams channels, and access permissions; maintain and update SharePoint or Wiki sites as needed
- Manage departmental budgets and expenses; oversee vendor contracts and ensure department invoices and bills are paid on time
- Partner with staffing and outsourcing teams to support contingent workforce requests, contracts, and compliance requirements
- Handle highly sensitive and confidential information related to employees, leaders, and company operations with discretion and integrity
- Collaborate closely with other Executive and Administrative Assistants to coordinate leadership schedules and support organization-wide meetings and events
** Only those lawfully authorized to work in the designated country associated with the position will be considered.**
** Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.**
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