Administrative Assistant, Support Lead

Overview

At Zebra, we are a community of innovators who come together to create new ways of working. United by curiosity and a culture of caring, we develop smart solutions that anticipate our customer's and partner's needs and solve their challenges.

Being part of Zebra Nation means you are seen, heard, valued, and respected. Drawing from our unique perspectives, we collaborate to deliver on our purpose. Here you are part of a team pushing boundaries today to redefine the work of tomorrow for organizations, their employees, and those they serve.

You’ll have opportunities to learn and lead in a forward-thinking environment, defining your path to a fulfilling career while channeling your skills toward causes you care about - locally and globally.

Come make an impact every day at Zebra.

Provides administrative and clerical support largely to VP level. This involves arranging complex travel itineraries including obtaining international Visas, scheduling meetings using various types of media, taking responsibility for meeting logistics, including conference facilities, refreshments, and interfacing with third party service providers, collecting data and preparing and managing reports and documents with limited direction, recording Minutes of Meetings, preparing presentations, maintaining directory of key associations published on internal website, working directly with Product Managers to maintain Customer Success Story database with weekly publications, assisting with financial and billing-related tasks while maintaining a high level of confidentiality.

• Coordinates meetings by managing calendars.
• Arranges and coordinates travel reservations and itineraries and prepares and reconciles expense reports and corporate cards.
• Responsible for meeting planning and logistics, including booking conference rooms and facilities, coordinating IT, video-conferencing, equipment and catering interfacing with 3rd party vendors.
• Assembles materials for meetings, formats Word and PowerPoint files, creates binders, and organizes electronic or paper folders as needed.
• Collects data and prepares and manages reports with limited direction, including facilitating legal billing reports, managing legal billing matters, and reviewing legal invoices for billing guideline compliance.
• Manages department files.
• Identifies areas for improvement and recognizes, initiates and implements simple improvements of work processes.
• Performs system and administrative tasks including vendor onboarding, employee onboarding/offboarding, and managing IT access requests.
• Maintains a high level of confidentiality and displays considerable judgment, initiative and political sensitivity.

• High School Diploma or GED
• 5+ years of experience as an Executive Administrative Assistant
• Proven experience managing domestic and international travel arrangements and expense reporting
• Proficiency in Microsoft 365 suite (Word, Excel, PowerPoint, and One Note)
• Ability to work a hybrid schedule (minimum of 3 days per week in-office)

• Associate Degree (or Bachelor's Degree) in Business Administration, Communications, or a related field
• Excellent verbal and written communication skills
• Strong note-taking and meeting documentation skills
• Collaborative and transparent communication style
• Passion or interest in coordinating and supporting corporate social responsibility / charity initiatives

Zebra is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability and protected veteran status, or any other basis prohibited by law.…