Senior Administrative Assistant

Job Title: Senior Administrative Assistant
Location: Beaverton, OR
Duration: 3 months
Hybrid: Mon - Thurs onsite, Fri remote

Job Role:

• NExT Supplier Notes
• General Information:
• Location and/or time zone: PHK
• Team details & who they will work with: Supporting VP of New business development and 2 other VPs as needed

Desired Candidate Profile:

• Minimum required years of experience: 5 YOE as a Sr Admin Assistant
• Education requirements: Bachelors or equivalent experience

Must have skills:

• Experience working with Sr Leaders including VPs, self sufficient, comfortable working with partner teams
• Planning meetings, calendar management
• Expenses, travel booking
• Nice to have skills:
• Working with highly confidential communications
• Critical thinking, self starter, takes initiative, able to execute tasks with urgency, not afraid to ask question
• Software/technical requirements:
• Previous Client/industry experience preference: Yes

WHO YOU'LL WORK WITH

Administrative employees help teams around the world keep up with the company's rapid pace. They act as liaisons embedded in business functions and geographies. Their talents - problem solving, organization, time management and more - help fuel the success of their leaders and their teams. The community of administrative assistants embody professionalism, resilience, agility, emotional intelligence and exemplify the best of our culture modeling the core values to leaders, teammates, and guests.

WHO WE ARE LOOKING FOR

We're looking for a Senior Administrative Assistant who has a proven ability to work in a fast-paced, results-oriented environment. You have a high learning agility, strong organization skills and high attention to detail. Having strong communication and time management skills, you are able to prioritize across multiple tasks, set expectations across a variety of stakeholders and take initiative to follow-through on requests through completion. You can work independently or as part of a team and know how to adapt your style to most efficiently and effectively support the leaders and businesses you are lined up against.

WHAT YOU BRING:

• Bachelor's degree in business or related field. Will accept any suitable combination of education, experience and training
• 5 years of administrative work experience required
• Ability to work and communicate effectively with a variety of personalities including senior level executives
• Proven ability to work effectively in a fast-paced, results-oriented, team environment with times of high ambiguity
• Proven ability to organize, prioritize and appropriately handle highly confidential and sensitive information
• Ability to work independently and take initiative to follow-through on requests until completion with a high attention to detail
• Previous experience working with and tracking budgets is strongly preferred
• Proficiency in Microsoft Office Suite (MS Outlook, PowerPoint, Word and Excel) and virtual meeting tools (Zoom / MS Teams). Experience with Keynote a plus, not required. Experience with AI tools like Chat GPT or Microsoft Copilot a plus, not required.
• Ability to occasionally work outside of core business hours
  
  
  
  WHAT YOU'LL WORK ON
• You'll perform a wide range of administrative duties for a diverse team of people and/or leaders with a variety of management styles. These duties will include but not limited to the following:
• Complex Calendar Management: Scheduling appointments, meetings, and conferences for the leaders you support, managing conflicts and coordinating with other teammates and leaders as required
• Booking Travel Arrangements: Booking flights, accommodations, and transportation for leaders you support, including managing itineraries and necessary documentation.
• Planning Meetings and Events: Securing event space as necessary and handling any budgeting, catering, agenda planning, scheduling, reminders, and working with external parties as needed.
• Preparing Expense Reports, tracking budgets and purchase orders: Preparing expense reports, tracking budgets, and processing invoices or purchase orders for vendors as required.
• Document Preparation & Organization: Producing, editing and reformatting documents and email correspondence. This could include but will not be limited to updating organizational charts, creating high quality graphic and text PowerPoint or Keynote presentations, and/or team session agendas/work session run of shows.
• Communications - Under the leader's direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leader's behalf.
• Coordinate Team Space Planning, Workspace and/or Equipment Moves: Partner with the appropriate stakeholders to organize individual or departmental moves
• Budget Tracking: may assist leader with tracking of expenses
• POs: create purchase orders
• Special Projects: Assisting with project planning, tracking progress, and ensuring deadlines are met as needed by the team and/or leader you support
• Team & Culture Building: You will have the opportunity to work with the leader you support to help the team build connections to each other, their leader, the environment through a variety of ways - staff meetings, team building activities, offsites and the physical workspace they come to day-in and day-out.
• Support team plans, projects, activations or other deliverables as needed
• Serve as the main point of contact for administrative questions from the team
• Provide coverage for other leaders where temporary administrative needs exist