Administrative Assistant

Summary:

The Administrative Assistant provides high-level administrative and operational support to three senior executives and their respective functions. This role is responsible for managing complex calendars, coordinating meetings and travel, facilitating communication, supporting departmental operations, and ensuring efficient execution of day-to-day administrative activities. The position requires strong organizational and prioritization skills, attention to detail, professionalism, discretion in handling confidential information, and the ability to effectively manage competing priorities across multiple executives and functions.

• Provide professional administrative support to three senior executives and their respective teams and functions.
• Manage and maintain complex executive calendars, including scheduling and prioritizing meetings, coordinating across multiple stakeholders and time zones, and proactively resolving scheduling conflicts.
• Coordinate and execute meetings, conference calls, leadership meetings, department events, and other business activities, including preparation of agendas, meeting materials, and logistics.
• Coordinate activities and priorities across the executives supported to ensure timely follow-up, effective communication, and efficient use of executive time.
• Create, edit, format, and manage correspondence, reports, presentations, meeting materials, and other business documents using Microsoft Office, artificial intelligence (AI), and other approved business applications and technologies.
• Coordinate domestic and international travel arrangements, including transportation, accommodations, itineraries, and related logistics, in accordance with company travel policies and procedures.
• Prepare, submit, and track expense reports and reimbursement requests.
• Monitor and support executive communications as appropriate, including phone coverage, message management, correspondence, and email triage.
• Initiate and process purchase orders, vendor payments, contracting requests, and other administrative transactions, including obtaining required approvals and coordinating payment activities.
• Support onboarding and other employee-related administrative activities within assigned functions, including scheduling, coordination, and serving as a departmental point of contact.
• Serve as a professional liaison with internal and external stakeholders, senior leaders, visitors, and business partners.
• Maintain departmental and executive records, files, and documentation in accordance with company policies, records management requirements, and confidentiality standards.
• Provide administrative and operational support for departmental projects, leadership initiatives, and special projects as assigned.
• Anticipate administrative needs, identify potential scheduling or operational issues, and proactively coordinate solutions.
• Provide back-up administrative coverage and front desk/switchboard support as needed.
• Support assigned executives and department personnel with additional administrative tasks and project coordination as required.
• Perform other duties and special projects as assigned.

• High School Diploma/GED.
• 3+ years of administrative experience in a corporate environment, including experience supporting multiple senior leaders or executives.
• Experience managing multiple executive calendars and coordinating competing priorities.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational, planning, prioritization, and time management skills with the ability to manage multiple assignments and deadlines simultaneously.
• Excellent verbal and written communication skills.
• Demonstrated attention to detail, accuracy, and follow-through.
• Ability to handle confidential and sensitive information with a high degree of discretion and professionalism.
• Strong interpersonal skills and ability to interact effectively with employees at all organizational levels, including senior executives, as well as external stakeholders.
• Ability to work independently with minimal supervision, anticipate needs, and exercise sound judgment.
• Experience coordinating meetings, managing complex calendars, arranging domestic and/or international travel, and processing expense reports.
• Ability to coordinate priorities and respond effectively when supporting multiple leaders with competing business needs.
  
  Ability to adapt to changing priorities and manage competing…