Administrative Support

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* Position Title:

** Administrative Support 5
** Role Type:
** Full-time
** Job Overview
** The Administrative Assistant provides high-level administrative support to the Vice President of Global Operations. We are seeking a proactive, self-motivated Senior Administrative Specialist to provide high-level operational and administrative support to department managers and teams. Serving as a trusted specialist, you will manage complex schedules, streamline daily office operations, and execute special projects requiring research and data analysis.

This role requires considerable judgment, initiative, and the ability to solve problems autonomously. You will regularly interact with leadership at all organizational levels, coordinate cross-functional initiatives, and handle highly confidential information with absolute discretion.
** Key Responsibilities
*** Executive & Administrative Support*
* ** Calendar Management:
** Proactively manage complex executive calendars, resolve scheduling conflicts, and coordinate meetings across global time zones.
* ** Travel Logistics:
** Coordinate domestic and international travel arrangements, including itineraries, visas.
* ** Financial & Approvals:
** Prepare and review expense reports for leadership and team members; review and approve daily Purchase Orders (POs) and administrative requests.
* ** Team Operations:
** Support new hire onboarding, maintain updated organizational charts, coordinate employee engagement events, and manage team distribution lists and Box files
* Meeting & Event Coordination*
* ** Logistics & Catering:
** Organize in-person, hybrid, and virtual meetings. Pre-register external guests, arrange facility requirements, and manage catering setups.
* ** Executive Briefing Center (EBC) Support:
** Process EBC briefing requests, manage the facility calendar, coordinate with IT/facilities, and resolve or escalate technical issues.
* ** Executive Backup:
** Provide backup support for executive-level meetings
* Office & Cross-Functional Operations*
* ** Facilities Liaison:
** Act as the main point of contact for local workplace services, space allocation, workspace audits, and office supply management.
* ** Project & Process Management:
** Track upcoming team deadlines and drive accountability.
* *
* Cross-Functional Collaboration:

** Build strong relationships across internal departments and external suppliers to streamline communication.
* ** Mentorship:
** Serve as a subject matter expert and provide informal guidance or leadership to junior administrative and support staff.
** Qualifications & Requirements**
* *
* Experience:

** 6+ years of administrative support experience in a fast-paced corporate environment.
* ** Problem-Solving:
** Strong business judgment with a proven ability to anticipate needs, evaluate implications, and recommend practical solutions.
* ** Discretion:
** Demonstrated success handling sensitive, high-level confidential information.