Administrative Assistant

Job Title:
Executive Administrative Assistant / Executive Assistant

Job Description

This role provides high-level administrative and project coordination support to a sr Wave Lead and associated leadership teams. You will manage complex calendars, travel, expenses, and leadership meetings while also driving project reporting, documentation, and change control activities. The position combines executive assistance, project management support, and strategic enablement to help the organization achieve key milestones and deliver on its broader ASPIRE goals and vision.

Responsibilities

• Provide comprehensive, proactive administrative support to the Wave Lead and, as applicable, the broader leadership team, ensuring smooth day-to-day operations.
• Manage complex calendars, including scheduling and prioritizing meetings, resolving conflicts, and coordinating across multiple stakeholders and time zones.
• Coordinate and book business travel several times per year, including flights, accommodations, ground transportation, and related logistics, and manage associated itineraries.
• Prepare, submit, and track expense reports and ensure timely, accurate reconciliation of travel and other business-related expenses.
• Plan, organize, and drive leadership meetings, including defining and coordinating agendas, preparing materials, and ensuring participants are well informed.
• Prepare, execute, and follow up on meetings with internal and external stakeholders by creating agendas, capturing minutes, tracking action items, and ensuring timely closure.
• Organize and manage independent events for the manager and team, such as internal and external workshops, offsites, and other group events.
• Support the wave and functional teams in meeting established milestones by coordinating activities, tracking progress, and escalating issues as needed.
• Develop, maintain, and manage project templates and documentation to ensure consistency, accuracy, and accessibility for the Wave Lead and project teams.
• Actively collaborate in organizational and group projects as a project lead or project member, contributing to project conception, implementation, and monitoring of results.
• Execute the change control process for assigned areas of responsibility, ensuring all changes are documented, reviewed, and implemented according to established procedures.
• Drive reporting activities by collecting data, consolidating information, and providing accurate, timely status updates and progress reports.
• Take accountability for the implementation and ongoing management of status and progress reporting frameworks for the program.
• Identify and pick up strategically important topics related to the program and implement them within your own area of responsibility.
• Actively contribute to and help drive the ASPIRE goals, vision, and strategy by proposing tools, working methods, and improvements to enhance effectiveness.
• Independently bring new ideas, tools, and working methods into the management group to improve collaboration, efficiency, and communication.
• Serve as a mood barometer between the manager and the broader area, helping to create mutual understanding, promote cooperation, and increase leadership team effectiveness and cohesiveness.
• Work closely with virtual and distributed teams using collaboration tools to organize, coordinate, and integrate multiple streams of information and activities.
• Handle highly confidential and critical information with discretion, professionalism, and mature judgment.
• Build and maintain strong, trusting relationships with executive leaders and key stakeholders across the organization.
• Communicate clearly and professionally in English, both in writing and verbally, to convey information, decisions, and updates.
• Manage time and priorities effectively, consistently executing multiple, and sometimes competing, activities to a high standard and within deadlines.
• Adapt quickly to changing priorities, ambiguity, and complexity, and stretch beyond your comfort zone to learn new skills and approaches.
• Demonstrate independence and follow-through by working with minimal instruction, taking ownership of tasks, and seeing commitments through to completion.
• Associate or Bachelors Degree in a related field, with a Bachelors degree preferred.
• 57 years of experience in an Assistant role or comparable position providing executive or high-level administrative support.
• Experience with project management approaches, tools, and phases of the project lifecycle, including agile methodologies.
• Strong…