Administrative Assistant

Job Title: Senior Administrative Assistant Summary Provides senior-level administrative, operational, and coordination support to executive and functional leaders. Acts as a trusted partner by managing complex calendars, meetings, communications, and travel; supporting projects and internal initiatives; maintaining functional systems and records; and enabling effective daily operations. Ensures leaders are prepared, information flows efficiently, and stakeholders experience a high standard of professionalism, discretion, and responsiveness within a fast-paced, global environment. Responsibilities Own and strategically manage a complex executive calendar, proactively prioritizing meetings, resolving conflicts, and optimizing time across global time zones. Coordinate and manage complex domestic and international travel, including detailed itineraries, visa requirements, logistics, and real-time adjustments. Oversee and complete expense management, including accurate and timely reporting, reconciliation, and adherence to company policies. Provide high-level administrative and executive support to senior leadership, including meeting coordination and global scheduling. Prepare leaders for meetings by coordinating agendas, materials, and tracking follow-up actions. Serve as a primary point of contact for internal and external stakeholders; triage inquiries and elevate as appropriate. Draft, edit, and distribute communications, reports, and presentations, including highly confidential materials. Plan and execute meetings, leadership sessions, and events. Maintain systems, records, and SharePoint sites; manage data entry across enterprise tools such as LMS and project systems. Support functional communications, internal initiatives, and departmental reporting. Assist with research, special projects, budgeting activities, and cost center tracking. Collaborate cross-functionally (HR, IT, Finance, Legal, Facilities) to support onboarding, compliance, and operations. Essential Functions of the Role Communicate effectively via email, phone, and virtual platforms. Collaborate across departments to support organizational goals. Participate in cross-functional meetings and initiatives. Maintain and analyze data using tools like Excel, SAP, or HRIS systems. Prepare reports and dashboards for internal stakeholders. Ensure data accuracy and confidentiality in compliance with company and legal standards. Manage multiple priorities and deadlines in a fast-paced environment. Lead or support special projects aligned with departmental objectives. Demonstrate initiative in identifying process improvements or automation opportunities. Serve as a point of contact for internal and external stakeholders. Provide guidance on policies, procedures, and benefits (where applicable). Adhere to company policies, including those related to ADA, data privacy, and ethics. Maintain secure handling of sensitive information. Education & Work Requirements Associate's Degree with a minimum of 6 years of related experience. Education & Work Preferences Minimum of 6 years of progressive administrative, executive assistant, or similar experience supporting senior leaders or functions. Demonstrated experience managing calendars, meetings, travel, expenses, documentation, and confidential information in a professional business environment. Ability to manage multiple priorities in a dynamic business environment. Availability during standard business hours to support assigned leaders. Occasional business travel and attendance at meetings or events. Be Agile: Innovates and adapts quickly, approaching change with curiosity while persisting through obstacles. Be Customer Centric: Considers the needs, experiences, and feedback of customers in all we do. Be People-Focused: Builds trust and collaborates with an inclusive and empathetic approach. Be Performance Driven: Operates with an ownership mindset, driving meaningful outcomes. Live The Schneiders' Legacy, Our Noble Purpose: Passionately serves Our Mission and Vision, while demonstrating the Immutable Principles. #J-18808-Ljbffr Pivotal Solutions