Summary:
An Administrative Assistant provides strategic support in calendar management, cross-functional collaboration, team management, event coordination, resource management, rhythm of business, space management, and travel management. The role requires executive maturity, independent judgment, and the ability to manage ambiguity and stress effectively.
Responsibilities:
- Calendar Management: Provides strategic calendar management and time planning support for organizational leaders. Manages calendar, meeting preparation, and logistics based on manager and business needs. Coordinates delegates, executes decisions around prioritization, and maintains constant communication with manager and central staff.
- Cross-Functional Collaboration and Communication: Strengthens internal and external networks to enable team and leader's work. Drives communication between executives, central teams, and business partners to share information and best practices.
- Team Management Support: Collaborates with hiring managers to ensure a smooth onboarding process, providing support to new employees, vendors, and interns. Manages headcount activities in collaboration with the team, including transfers, departures, reporting, and transactions.
- Event Coordination and Logistics: Manages, plans, and develops events, taking responsibility for outcomes. Partners with management to understand event aspirations and target goals.
- Resource Management: Owns expense management, including documentation, expense tracking, and policy compliance. Oversees supply management and promotes compliance with policies and procedures.
- Rhythm of Business: Partners with leaders and managers on building and managing annual rhythm of business, including fiscal year calendar and executive meeting schedule.
- Space Management and Planning: Oversees space-management processes and team spaces, cascading space management vision to team members.
- Travel Management: Coordinates travel arrangements for managers and/or groups, creating detailed itineraries and managing all travel logistics. Acts as a stand-by resource to address issues during business travel.
Requirements:
- 3 years of administrative, business support, or customer service experience in an environment emphasizing scheduling meetings/events, travel management, and administration work with MS Office knowledge for executive/upper-level management.
Preferred Skills:
- Bachelor's Degree in a relevant field (e.g., Business Administration, Human Resources, Marketing, Communications, Psychology, Sociology) or equivalent experience.
- 3 years of experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
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