Senior Administrative Assistant

Proactive And Detail-Oriented Administrative Assistant

We are looking for a proactive and detail-oriented Administrative Assistant to provide high-level administrative support to a Sr Director and their leadership team of Directors in the AEC Building Design team. This role is a key part of how we want to work as a leadership team and you will be in a position to help us shape an entire industry of designers and builders. You will handle a wide range of responsibilities and sensitive matters, using your experience and judgment to proactively anticipate needs, address potential issues, and ensure the team runs smoothly.

Job Responsibilities:

• Manage and maintain complex calendars, resolving conflicts and aligning priorities across multiple stakeholders
• Collaborate with leadership teams to prepare agendas and meeting materials, track action items, and follow up on deliverables
• Coordinate and manage domestic and international business travel; track expenses and submit accurate, timely expense reports
• Plan and coordinate virtual and in-person meetings and events (onsite and offsite), including preparation of materials, logistics, venues, activities, and catering
• Facilitate broad team communication by maintaining email aliases, Slack/Teams channels, and access permissions; maintain and update SharePoint or Wiki sites as needed
• Manage departmental budgets and expenses; oversee vendor contracts and ensure department invoices and bills are paid on time
• Partner with staffing and outsourcing teams to support contingent workforce requests, contracts, and compliance requirements
• Handle highly sensitive and confidential information related to employees, leaders, and company operations with discretion and integrity
• Collaborate closely with other Executive and Administrative Assistants to coordinate leadership schedules and support organization-wide meetings and events

**Only those lawfully authorized to work in the designated country associated with the position will be considered.**

**Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.**