Administrative Assistant II

Responsibilities

Provide proactive administrative support to one or more leaders with a high degree of independence, initiative, discretion, accuracy, and attention to detail. Manage leader calendar(s) and inbox, anticipate needs, prioritize requests, and resolve scheduling conflicts across multiple stakeholders and time zones. Schedule, coordinate, and support meetings (in-person and virtual), including agendas/materials, logistics, room/technology setup, and follow-up actions. Manage organizational distribution lists, communications, sharepoints, seating charts and other team management tasks.

Coordinate complex travel logistics (domestic/international), including itineraries, visas/passports as needed, and related communications. Track, gather, and reconcile travel and business expenses; prepare and submit timely, accurate expense reports in accordance with company policy. Prepare, format, and proofread correspondence, reports, presentations, and other documents using Microsoft Office tools and enterprise systems (e.g., iPASS, CTREX, SharePoint as applicable). Handle highly sensitive and/or confidential information;

maintain strict confidentiality and appropriate records management. Represent the leaders office professionally to internal partners and external organizations; route inquiries and connect stakeholders to the right resources. Support small projects and special requests, including basic data gathering and simple analysis; track actions to closure. Identify opportunities to improve administrative processes; apply best practices and support the broader administrative network. Uses digital productivity tools to improve efficiency.

Experience supporting multiple leaders or complex organizations. Familiarity with Workday, CTREX, or similar enterprise systems. Experience coordinating travel and expense reporting in a corporate environment. Strong customer service mindset and collaborative working style.