Administrative Assistant III

Administrative Assistant III

Do you have a passion for supporting leaders and a knack for seamlessly executing projects and tasks? Then you're exactly who we're looking for to join our team! As an Administrative Assistant III, you'll be the right-hand person for one or more of our Director and Vice President-level leaders, proactively helping them manage their calendars, track tasks, and stay on top of all their projects.

Your dedicated support will actively contribute to the successful completion of goals and objectives! You'll be a pro at answering inquiries from internal and external sources and creating reports and presentations that consistently impress. You'll keep our leaders and their teams organized by maintaining executive contact information, desktop instructions, and digital filing processes. Plus, you'll be a tech wizard using multiple state-of-the-art tools—including basic AI-powered platforms—to optimize efficiency.

And that's not all—you'll also coordinate travel, meetings, events, and catering and prepare and submit all related expense reports and purchase requisitions. On top of it all, you'll get to leverage your expertise to model high standards for our tight-knit team of professionals and help everyone provide consistent, proactive, and exceptional administrative support. If you're ready to expand your administrative skillset and explore the benefits of AI in the modern workplace, apply now!

• Handle and route complex and sensitive inquiries from internal and external sources.
• Consolidate, prepare, and route high-level reports and presentations.
• Create, edit, and manage complex and detailed spreadsheets to support various administrative and leadership tasks.
• Prepare and submit comprehensive expense reports and purchase requisitions.
• Develop and maintain databases, ensure accurate and timely input of data, and compliance with company policies.
• Coordinate high-level business meals, on-site meetings, and events.
• Assist in the coordination and execution of complex projects, including project planning, execution, tracking progress, project documentation, and reporting.
• Provide comprehensive support to IT and Facilities departments related to meetings and events.
• Manage detailed calendars for Senior Vice Presidents, Vice Presidents, and/or Directors, including meetings and travel.
• Prepare, edit and send detailed communications, presentations, and documents.
• Act as a liaison between executives and internal/external stakeholders.
• Handle high-level administrative tasks with a focus on business operations.
• Facilitate meeting and project coordination between cross-functional departments.
• Support onboarding and training for new employees.
• Organize medium-sized team-building and employee engagement activities.
• Handle confidential information with discretion and manage the flow of information and communications.
• Assist in medium-scale project planning, execution, and tracking progress, and support project documentation and reporting.
• Support budget planning and tracking, including vendor management.

• High school diploma or equivalent and 5+ years of relevant experience in office administration or administrative support role.
• Higher level relevant degree may substitute for experience.
• Proficient knowledge of administrative practices, including preparing expense reports and purchase requisitions and coordinating meetings, events, and travel
• Professional demeanor and excellent communication skills
• Ability to develop solutions to a variety of complex problems and execute projects and goals
• Proficient in Microsoft Office Suite (e.g. Word, Excel, Outlook, Teams, One Note, and SharePoint Online), Travel and Expense Platforms (e.g. Concur), and Project Management Applications (e.g. Smartsheet or Microsoft Project)
• Foundational Knowledge of Project Management Applications (e.g. Microsoft Project, Smartsheet) and Ticketing Systems (e.g. Service Now).
• Proficient knowledge of administrative practices including preparing expense reports and purchase requisitions and coordinating meetings, events, and travel.
• Beginner-level experience utilizing AI-powered productivity tools (e.g.,…