Administrative Assistant

This Administrative Assistant role provides high-level, complex administrative support to all levels of management and external business partners, with a strong focus on executive support. The position manages calendars for global leaders, coordinates travel and meetings, processes business expenses, and supports department financial, personnel, and facility operations. The role includes procurement of goods and services, general office support, and coordination of special projects.

You will support two non-local leaders in a fast-paced, global environment and play a key role in ensuring smooth day-to-day operations for the team.

Responsibilities

+ Manage complex calendars, including scheduling recurring meetings, coordinating across multiple time zones, and resolving scheduling conflicts.

+ Coordinate travel arrangements for leaders and team members, ensuring accuracy and alignment with business needs.

+ Prepare, process, and manage business expenses in accordance with company policies and timelines.

+ Coordinate meetings and events, including planning, logistics, onsite support, and follow-up activities.

+ Support department financial operations by assisting with tracking, documentation, and coordination of related administrative tasks.

+ Assist with personnel operations, including onboarding support for new team members and coordination of related documentation and logistics.

+ Support facility operations by maintaining assigned facility areas in an orderly and functional condition.

+ Manage procurement of goods and services, including computer equipment, office supplies, reference materials, and vendor relationships.

+ Oversee equipment logistics, including receiving computers and other assets from employees and maintaining the asset closet.

+ Provide general office and team administrative support, including correspondence, documentation, and coordination with internal and external stakeholders.

+ Serve as the primary department or group contact for administrative inquiries and coordination.

+ Complete special projects as assigned, taking ownership of tasks from initiation through completion.

+ Work closely with two non-local leaders, providing proactive support and anticipating administrative needs.

+ Self-manage daily workload by identifying what needs to be done, prioritizing tasks, and executing with minimal supervision while seeking guidance from leaders when appropriate.

Essential Skills

+ At least 5 years of experience in executive support roles, beyond general administrative or group support positions.

+ Proven experience providing executive administrative support in a fast-paced environment.

+ Demonstrated expertise in global team calendaring, including coordinating across multiple time zones.

+ Strong calendar management skills, including scheduling recurring meetings and resolving conflicts.

+ Proficiency with Microsoft Office suite and the ability to effectively use productivity tools.

+ Experience using Copilot and related tools within the Microsoft ecosystem.

+ Solid experience in administrative support, including expense management, meeting coordination, and general office support.

+ Ability to self-manage, recognize what needs to be done, and take initiative without constant direction.

+ Experience working with global teams and a strong understanding of time zone scheduling.

+ Strong organizational skills and attention to detail in managing multiple tasks and priorities.

+ Effective communication skills for working with leaders, team members, and external business partners.

+ Ability to follow through on guidance from leaders while maintaining a high degree of independence.

Additional

Skills & Qualifications

+ Experience supporting two or more leaders simultaneously.

+ Experience in coordinating events and providing onsite event support.

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Experience with equipment logistics, including managing laptops and related assets.

+ Familiarity with onboarding processes for new team members.

+ Comfort working in a hybrid environment with both onsite and remote responsibilities.

+ Demonstrated reliability and integrity in maintaining accurate documentation and records.

+ Ability to build positive working relationships with long-tenured leaders and team members.

Work Environment

This role follows a hybrid work model with a preference for candidates located in or near the Redmond, WA area. You will typically work onsite 2 to 3 days per week in a corporate office environment in Building 122, with the remainder of the time working from a home office. The standard schedule is Monday through Friday, 40 hours per week, with no expected overtime.

You will support leaders who are not local and may occasionally adjust your schedule to accommodate global time zones and key meetings. The work environment is fast-paced and collaborative, with long-tenured leaders who are described as easy to work with. A laptop, mouse, and headset will be provided, preconfigured with Copilot, Microsoft Teams, and other required software. The role involves…