Administrative Assistant

Job Title:

Administrative Assistant IVJob Description

This part-time Administrative Assistant IV role provides high-level administrative and operational support to a dynamic global team. You will act as an information and communication hub for the office, managing complex calendars, coordinating travel and events, and supporting team communications and projects. The position is ideal for a proactive, detail-oriented professional who works independently, juggles multiple priorities, and leverages Microsoft Office, SharePoint, and AI-enabled tools to enhance productivity in a fast-paced environment.

Responsibilities

+ Provide high-level administrative support by handling information requests and performing a wide range of clerical and organizational functions.

+ Supervise general office duties such as ordering supplies and ensuring smooth day-to-day operations.

+ Review invoices, reports, memos, letters, and other documents for accuracy, completeness, and proper formatting.

+ Prepare agendas and make arrangements for committee meetings and other key gatherings.

+ Coordinate and book domestic and international travel arrangements, ensuring itineraries are accurate and complete.

+ Manage complex calendars, scheduling requests, meeting logistics, and resolving scheduling conflicts for multiple stakeholders.

+ Prepare meeting agendas, presentations, supporting materials, meeting notes, and follow-up communications.

+ Track action items, proactively monitor deadlines, and ensure timely completion of deliverables.

+ Maintain organized and confidential records, documents, and information repositories.

+ Support team communications, including newsletters, organizational announcements, presentations, and reports with exceptional attention to detail.

+ Coordinate team meetings, workshops, face-to-face events, leadership meetings, recognition activities, and team-building events.

+ Manage end-to-end logistics for meetings and events, including conference room reservations, catering, materials preparation, and attendee coordination.

+ Assist with planning and execution of special projects and team-building activities.

+ Administer and maintain SharePoint sites, Microsoft Teams channels, and other collaborative work spaces.

+ Create, edit, and manage documents, spreadsheets, presentations, and reporting tools using Microsoft Office applications.

+ Utilize AI-enabled solutions and emerging technologies to improve team productivity, collaboration, and administrative processes.

+ Anticipate administrative and operational needs and independently resolve routine business issues.

+ Identify opportunities for process improvements and recommend practical, efficient solutions.

+ Support various team members with administrative requests and project coordination as needed.

+ Ensure high levels of accuracy and attention to detail in all assigned work.

+ Provide strong leadership and mentoring support where needed, including constructive performance feedback related to administrative processes.

+ Act as an information and communication manager for the office, ensuring effective information flow and timely responses.

Essential Skills

+ 810 years of administrative support experience, including experience working with executives or leadership teams.

+ High School Diploma or GED.

+ Strong verbal and written communication skills.

+ Excellent organizational and time management skills with the ability to prioritize multiple assignments.

+ Proven ability to work independently and manage ones time effectively.

+ Exceptional attention to detail and accuracy in all work products.

+ Strong interpersonal and customer service skills, with a positive, team-oriented mindset.

+ Ability to maintain confidentiality and handle sensitive information…