Administrative Assistant

Position: Administrative Assistant 2
Job Title:

Administrative Assistant 2

Job Description

This Administrative Assistant 2 role supports a senior executive and a fast‑growing AI organization by providing high‑quality administrative and project support. You coordinate complex calendars and travel, manage headcount and onboarding, and oversee equipment, space, and budget processes that keep the team running smoothly. You work closely with leaders, peers, and cross‑functional partners, using strong organizational, communication, and problem‑solving skills to operate effectively in a fast‑paced, dynamic environment.

Responsibilities

+ Provide comprehensive calendar management support for a Corporate Vice President (CVP), including scheduling meetings, resolving conflicts, and ensuring appropriate allocation of time based on shifting business priorities.

+ Coordinate domestic and international travel arrangements for the CVP, including itineraries, logistics, and adjustments as business needs change.

+ Prepare proactively for meetings and events by gathering materials, confirming attendees, and ensuring the CVP and team have the information and resources they need.

+ Manage expense reports for the CVP and team, including acting as an interim approver, ensuring accurate coding, and partnering with Finance to resolve discrepancies and avoid budget overages.

+ Partner and cross‑collaborate with the AI Platform administrative team and broader Core AI organization to provide consistent and reliable administrative coverage.

+ Work closely with HR, Staffing, Finance, and Facilities teams to coordinate headcount planning, staffing processes, and space management.

+ Manage headcount processes, including tracking open positions, creating requisitions, monitoring status, and keeping headcount tools and reports up to date.

+ Coordinate onboarding for new hires, including setting up equipment, answering general questions about computers, monitors, cables, and tools, and ensuring a smooth start for new team members.

+ Maintain and update distribution lists to ensure accurate communication channels across the team and organization.

+ Oversee space allocation for the team, anticipate potential compression issues, and schedule individual and group moves as needed to support growth and organizational changes.

+ Purchase equipment for new hires and refresh cycles, track assets, update custodians and cost centers, and manage PC recycled assets and equipment transfers using internal tools such as MyDevice and other asset systems.

+ Monitor the operating budget and spending, identify potential overages or issues, and work with Finance to address them before they become problems.

+ Organize and plan off‑sites, morale events, and team meetings, including logistics, venues, catering, and communications.

+ Support planning and execution of larger organizational events such as all‑hands meetings, cross‑team morale events, and other key gatherings, often in partnership with the broader Core AI admin group.

+ Understand the rhythm of the business and ship cycles to schedule events and meetings at appropriate times, anticipate spending needs, and align support with current business priorities.

+ Provide general administrative support to a team of approximately 35 people, including coordination of meetings, communications, and operational activities.

+ Serve as backup administrative support across the broader Core AI admin group when additional coverage is needed, helping ensure continuity of operations.

+ Respond with appropriate urgency to time‑sensitive requests, escalations, and changes in priorities while maintaining professionalism and composure.

+ Handle confidential information with discretion, exercising sound judgment, tact, diplomacy, integrity, and professionalism in all communications.

+ Lift and move standard office equipment such as computers and peripherals as needed to support equipment setup, moves, and refreshes.

Essential Skills

+ Minimum of 4 years of demonstrated successful administrative experience in a fast‑paced administrative capacity.

+ Experience providing administrative support at an Administrative Assistant level 1 or 2, group admin, or similar…