Job Details

Overview

Provides administrative support to an executive and select team members for calendar management and travel arrangements, onboarding coordination for new hires/contract workers, and event coordination.

Responsibilities

• Provides administrative support to an executive and select team members for calendar management and travel arrangements.
• Manage onboarding for new hires and contract workers, including scheduling introductory meetings, initiating IT onboarding equipment ordering, and requesting/assigning workspace.
• Prioritize workload involving multiple projects across several time zones.
• Proficient with MS Office, Teams, and SharePoint Online.
• Under manager's direction, create draft reports, documents, presentations, and templates using raw data; may gather data via internet searches.
• Coordinate events including planning, organizing, and implementation of activities.
• Liaise with guests to assess needs and coordinate travel, hotel, expense reports, and materials for presentations.
• Correspond directly with vendors/suppliers.
• Serve as a resource to other administrative assistants and back up the Administrative Coordinator when needed.
• Maintain awareness of the bigger picture and influence workflows accordingly.

Experience & Skills

• Excellent verbal, written, and interpersonal skills.
• Knowledge of administrative policies and procedures; strong proofreading/editing of technical documents.
• Experience with data management and advanced knowledge of MS Office, Teams, SharePoint Online.
• Ability to work with minimal supervision; occasional direction for non-routine duties.
• Proven administration experience supporting senior management in a fast-paced environment.
• Willingness to learn company processes and systems; initiative; resilience under pressure.
• Strong communication and organizational skills; comfortable working with ambiguity.
• BA or BS preferred; minimum high school diploma with strong administrative experience.

Behaviors

• Resilience in ambiguous environments.
• Ability to engage with multiple stakeholders to achieve objectives.
• Curiosity and learning agility.
• Organizational and prioritization skills; process-oriented to achieve objectives.

Required Experience & Qualifications

• Years of Experience: 5-7 years with progressive increases in responsibilities.
• Top 3 Required Skill Sets: Experience supporting multiple leaders, attention to detail, ability to work independently, and ability to pivot quickly as priorities change.
• Top 3 Nice to Have Skill Sets: mature, calm, approachable demeanor.
• Unique Selling Point: collaboration with reasonable, fair, and supportive exec team.
• Disqualifiers: Must have a good grasp of English (speaking and writing).

Seniority level

• Mid-Senior level

Employment type

• Contract

Job function

• Administrative

Note: This is a sanitized job description; location and inferred salary ranges may appear elsewhere in the posting.