Administrative Assistant

Administrative Assistant

The Administrative Assistant serves as a trusted partner to four senior leaders, providing high-level administrative, operational, and organizational support. This role is responsible for managing complex calendars, coordinating domestic and international travel, processing expenses, and ensuring seamless execution of internal and external meetings, including working across multiple time zones. Success in this role requires exceptional organizational skills, adaptability, and the ability to thrive in a fast-paced environment with frequently changing priorities.

Responsibilities

• Calendar & Meeting Management
  • Manage complex and dynamic calendars and balancing competing priorities
  • Schedule, coordinate, and prioritize meetings across multiple time zones and organizations.
  • Anticipate scheduling conflicts and proactively recommend solutions.
  • Prepare meeting logistics, agendas, and coordination support as needed.
• Executive Support
  • Serve as the primary point of contact for administrative matters.
  • Track action items and follow up on key deliverables to support execution.
  • Handle sensitive and confidential information with professionalism and discretion.
• Travel Management
  • Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, visas, and itineraries.
  • Proactively manage travel changes and disruptions
  • Prepare detailed travel plans and meeting schedules.
• Expense Management
  • Prepare and process expense reports accurately and in a timely manner.
  • Monitor expenses for policy compliance and maintain supporting documentation.
• External Stakeholder Coordination
  • Coordinate meetings with customers, partners, investors, vendors, and other external stakeholders.
  • Ensure professional communication and a positive experience when engaging with external parties.
  • Facilitate executive visits and business reviews.
• On-Site & Face-to-Face Meeting Support
  • Coordinate on-site meetings, executive visits, leadership reviews, offsites, and customer engagements.
  • Manage meeting logistics, conference room scheduling, catering, visitor access, and related arrangements.
  • Support event execution from planning through completion.

Qualifications

• 5 years of Executive Assistant or senior administrative support experience.
• Experience supporting multiple leaders simultaneously.
• Proven ability to manage complex calendars and travel arrangements.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word and Excel.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Experience supporting Sr. Director/VP-level
• Experience coordinating executive visits, offsites, and customer-facing events.
• Experience working in a fast-paced technology, manufacturing, or corporate environment.

Skills

• Exceptional multitasking and prioritization skills.
• Ability to quickly switch gears and adapt to changing business needs.
• Strong sense of urgency and proactive problem-solving mindset.
• High level of professionalism
• Strong relationship-building and collaboration skills.
• Ability to operate independently with minimal direction.
• Resilience and composure under pressure.

Pay Transparency: The typical base pay for this role across the U.S. is: $17.00 - $20.00 /hour. Non-exempt positions are eligible for overtime at a rate of 1.5 times the base hourly rate for all hours worked in excess of 40 in a work week, or as required by state or local law. Final offer amounts, within the base pay set forth above, are determined by factors including your relevant skills, education and experience. Full-time employees are eligible to select from different benefits packages. Packages may include medical, dental, and vision benefits, health savings accounts with qualified medical plan enrollment, 10 paid days off, 3 days paid bereavement leave, 401(k) plan participation with employer match, life and disability insurance, commuter benefits, dependent care flexible spending account, accident insurance, critical illness insurance, hospital indemnity insurance, accommodations and reimbursement for work travel, and discretionary performance or recognition bonus. Sick leave and mobile phone reimbursement provided based on state or local law.