Administrative Assistant

Descripción del trabajo

The Administrative Assistant is at the forefront of supporting senior leaders to shape the future of the organization. This role provides essential business partnership and operational support for designated senior leaders. Harnessing the latest digital tools and collaborative platforms, the Administrative Assistant will ensure seamless daily operations, foster effective communication and strong partnerships, and drive continuous improvement in administrative processes.

Responsibilities

• Organizes meetings and manages schedules and appointments for designated leaders, ensuring smooth coordination across various formats (face-to-face, hybrid, remote) and time zones.

• Handles travel arrangements for designated leaders, covering accommodations, itineraries, and expense report coordination for designated leaders.

• Coordinates large internal events such as functional, national, regional, global, and US-specific meetings.

• Manages, maintains, coordinates and provides operational support to assigned team leaders to ensure accurate tracking, timely reporting, and smooth execution of financial management activities, including budget planning, departmental expenditure, financial forecasting, and monthly accrual processes.

• Responsible for the procurement and service contract management for office-related items.

• Provides guidance for new administrative coordinators during the onboarding and offboarding process.

• Uses advanced software tools including Microsoft Office, Copilot and function-specific software to analyze data, enhance communication, and create documents, presentations, and reports.

• Supports workflow and collaboration improvements using collaboration tools like Microsoft 365, Teams, and SharePoint.

• Main point of contact for the Kite displays in the general office space.

• Offers cross-functional coverage for peer administrative duties as needed including procurement, IT, and facility.

• May contribute to space planning and allocation to improve workplace environments in collaboration with Facilities utilizing the Integration Workplace Management System

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Basic Qualifications

Bachelor’s Degree and 0+ years of administrative experience supporting senior leaders in a fast paced and matrixed environment

OR

Associate’s degree and 2+ years of administrative experience supporting senior leaders in a fast paced and matrixed environment

OR

High School Degree and 4+ years of administrative experience supporting senior leaders in a fast paced and matrixed environment

Preferred Qualifications

• 3-5 years administrative experience supporting senior leaders in a fast paced and matrixed environment

• Degree in office management, or a related field preferred

• Excellent verbal and written communication skills.

• Demonstrates agility and adaptability in a fast-changing environment and acts as a catalyst for significant organizational change initiatives.

• Proficiency in office technology, including spreadsheets, databases, AI tools and scheduling tools.

• Strong organizational skills and attention to detail.

• Ability to work independently and as part of a team.

• Embraces new technologies (including AI).

• Demonstrates a proactive, continuous-learning mindset to support evolving business needs.

• Ability to effectively prioritizes a workload within the scope of designated leaders.