Administrative Assistant 3 - Team Support

Administrative Assistant 3 - Team Support

We are seeking an experienced Executive Administrative Assistant to support senior leadership and a high-performing marketing organization. This role is responsible for complex calendar management, executive support, team coordination, meeting logistics, expense management, and operational administration within a fast-paced business environment.

The ideal candidate thrives in a dynamic setting, demonstrates exceptional organizational skills, and can effectively manage competing priorities while maintaining a high level of professionalism and confidentiality.

Required Skills & Qualifications

Experience

• Demonstrated success supporting senior leaders or executives in a professional business environment.
• Experience managing complex calendars and administrative priorities.
• Experience working in a fast-paced, high-volume environment.

Core Skills

• Advanced proficiency with Microsoft Office Suite.
• Strong calendar and scheduling management capabilities.
• Excellent written and verbal communication skills.
• Exceptional organizational and time management abilities.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Strong problem-solving and decision-making skills.
• Professional judgment and discretion when handling confidential information.
• Ability to build effective working relationships across teams and functions.

Candidate Requirements

Required

• Ability and willingness to work onsite three days per week.
• Strong executive support and administrative coordination experience.
• Ability to work independently while managing multiple priorities.

Preferred Background

• Executive administrative support experience in large corporate or technology-focused organizations.
• Experience supporting multiple executives simultaneously.
• Proven ability to operate successfully in high-growth, rapidly changing environments.

Assessment Process

Interview Process

• One interview round
• Approximately 30 minutes in duration

Performance Measurement

Success in this role will be measured through:

• Effectiveness of executive calendar management
• Responsiveness and quality of administrative support
• Accuracy and timeliness of expense processing
• Meeting and event coordination outcomes
• Stakeholder satisfaction and communication effectiveness
• Participation in weekly one-on-one meetings and administrative team syncs
• Feedback from supported executives and team leadership

Key Responsibilities

Executive Support

• Manage complex calendars and scheduling for multiple senior executives.
• Coordinate and prioritize high-volume meeting requests.
• Resolve scheduling conflicts and ensure efficient time management for executives.
• Serve as a key point of contact for internal and external stakeholders.

Meeting & Event Coordination

• Organize meetings, workshops, team events, and offsite activities.
• Coordinate meeting logistics, agendas, materials, and follow-up actions.
• Support onsite team activities and administrative operations.

Travel & Expense Management

• Arrange domestic and international travel as needed.
• Process and reconcile business expenses accurately and on time.
• Ensure compliance with company travel and expense policies.

Operational & Administrative Support

• Provide department and team administrative support.
• Support procurement activities for office supplies, equipment, and services.
• Coordinate with vendors and internal support teams.
• Assist with department operations, personnel-related administrative tasks, and facility coordination.
• Complete special projects and ad hoc assignments as required.

Communication Management

• Manage executive communications and correspondence.
• Draft, review, and distribute communications as needed.
• Maintain professionalism and discretion when handling sensitive information.

Unique Selling Points

• Opportunity to support respected and collaborative leadership.
• Strong team culture focused on partnership and success.
• Established administrative support community and peer network.
• Exposure to executive-level operations and strategic business activities.
• Opportunity to contribute to a highly visible team within a fast-paced environment.
• Potential for contract extension based on business needs and performance.