Administrative Assistant

Job Description Summary

Wolters Kluwer is seeking a highly organized, proactive, and detail-oriented Executive Administrative to support the Chief Information Security Officer (CISO) and the broader Information Security and technology leadership team. In this highly visible role, you will partner with the CISO and team members to coordinate and manage complex calendars and key meeting rhythms, schedule calls, coordinate events and team activities, arrange domestic and international travel, and support onboarding and off boarding processes.


As a key member of the team, you will play a central part in keeping the team organized, responsive, and aligned while enabling leaders to stay focused on strategic priorities. This is an opportunity to operate at the center of a dynamic security organization, helping leaders and teams stay connected, informed, and prepared while contributing to a positive and effective team culture.

Calendar, Meetings & Communications

• Own and manage the CISO's complex, dynamic calendar - scheduling, prioritizing, and resolving conflicts across multiple time zones.
• Coordinate and schedule meetings and conference calls, prepare agendas, distribute materials, and capture and follow up on action items.
• Serve as a primary point of contact and gatekeeper for CISO, screening and prioritizing requests, correspondence, and incoming communications.
• Draft, proofread, and edit emails, presentations, and team's correspondence on behalf of the CISO.
• Coordinate logistics for Security Councils, Governance Committees, and Leadership Forums.
• Maintain annual governance calendars and meeting schedules.
• Organize document repositories, agendas, minutes, and decision records.

Events & Travel

• Plan and coordinate team events, offsites, workshops, and leadership meetings - including logistics, venues, catering, and vendor coordination.
• Arrange domestic and international travel, including visa, flights, accommodations, ground transportation, and detailed itineraries.
• Prepare and reconcile expense reports and ensure timely submission in line with company policy.
• Coordinate and schedule technical security council meetings, including support executives with Hotel, Food services and transportation as needed.

Team Operations & People Support

• Coordinate onboarding and offboarding activities for employees, contractors, consultants, and third-party resources - coordinating equipment, system and access requests, workspace setup, orientation scheduling, and first-day logistics.
• Support offboarding activities - coordinating access removal, equipment returns, and exit logistics in partnership with HR and IT.
• Track onboarding and offboarding progress and required approvals.
• Maintain and manage team Clicktime time-tracking and produce regular time and attendance reports for leadership review.
• Maintain team shared drives, and internal documentation.
• Coordinate scheduling for executive visitors, external partners, and vendor meetings.
• Manage inboxes, meeting requests, and administrative correspondence where delegated.

Resource & Time Tracking Administration

• Produce and maintain reports covering contractor utilization, resource allocations, timesheet compliance, vacation and leave tracking, organizational headcount, open positions and hiring status.
• Support month-end and quarter-end reporting cycles.
• Coordinate data collection from leaders for management reporting.
• Maintain team distribution lists, and org charts.

Financial & Procurement Support

• Manage schedule for budget reviews cycles with Finance.
• Process purchase requests and purchase orders.
• Track invoices and vendor-related administrative actions.
• Monitor contractor renewals and contract end dates.
• Coordinate contract routing and approval workflows.
• Maintain records of security-related subscriptions and services.

General Administration

• Handle confidential and sensitive information with the highest level of discretion and integrity.
• Track deadlines, deliverables, and follow-ups to keep the CISO and team ahead of key commitments.
• Process purchase requests, invoices, and vendor paperwork as needed.
• Continuously identify opportunities to improve administrative processes and team efficiency.

Required Experience

• 7+ years supporting Executives, preferably within Technology, Cybersecurity, Risk, Audit, or Corporate Functions.
• Experience supporting VP, SVP, CISO, CIO, or C-level executives.
• Experience coordinating global meetings across multiple geographies.
• Strong experience with administrative reporting and workforce coordination.

Key competencies

• Exceptional organizational and time-management skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Proven discretion and sound judgment when handling confidential and sensitive matters.
• Excellent interpersonal skills.
• Proactive and dependable.
• Comfortable working with senior executives.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Zoom, SharePoint); familiarity with expense and travel platforms (e.g., Concur).
• Adept at introducing and utilizing new technologies, including AI tools used by Wolters Kluwer to improve efficiency and productivity for this role.
• Familiarity with procurement systems (e.g. Coupa).
• Ability to anticipate needs, work independently, and remain calm and effective under pressure.
• A professional, service-oriented, and collaborative approach.
• Experience coordinating contractors, vendors, budgets, or purchase requests is a plus.

Our Interview Practices

To maintain a fair and genuine hiring process, we kindly ask that all candidates participate in interviews without the assistance of AI tools or external prompts. Our interview process is designed to assess your individual skills, experiences, and communication style. We value authenticity and want to ensure we're getting to know you-not a digital assistant. To help maintain this integrity, we ask to remove virtual backgrounds and include in-person interviews in our hiring process. Please note that use of AI-generated responses or third-party support during interviews will be grounds for disqualification from the recruitment process.

Applicants may be required to appear onsite at a Wolters Kluwer office as part of the recruitment process.

Compensation:
$41,100.00 - $68,900.00 USD

Compensation range listed is based on primary location of the position. Actual base salary offer is influenced by a wide array of factors including but not limited to skills, experience and actual hiring location. Your recruiter can share more information about the specific offer for the job location during the hiring process.


Additional Information :

Wolters Kluwer offers a wide variety of competitive benefits and programs to help meet your needs and balance your work and personal life, including but not limited to: Medical, Dental, & Vision Plans, 401(k), FSA/HSA, Commuter Benefits, Tuition Assistance Plan, Vacation and Sick Time, and Paid Parental Leave. Full details of our benefits are available upon request.