Administrative Specialist

Sr. Administrative Assistant (R&D)

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 include:

• Provide high-level administrative and executive support to senior leaders, including calendar ownership, meeting coordination, and global scheduling.
• Prepare leaders for meetings by coordinating agendas, materials, and follow-up actions.
• Arrange domestic and international travel, including visa requirements, logistics, and expense reporting.
• Draft, edit, and distribute correspondence, reports, presentations, and communications, many of a confidential nature.
• Serve as a primary point of contact for internal and external stakeholders and appropriately triage requests.
• Plan and execute meetings, leadership sessions, events, and internal forums.
• Maintain functional systems, files, records, and SharePoint sites; enter and manage data in enterprise systems such as learning management and project tools.
• Support functional communications, internal change initiatives, and departmental reporting.
• Assist with research, projects, cost center tracking, budgeting activities, and other initiatives as assigned.
• Collaborate with HR, IT, Finance, Legal, and Facilities to support onboarding, compliance, and operational needs.

Essential functions of the role include:

• 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. 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.

Competencies:

• 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.

Our Total Rewards package in aggregate is above market and includes competitive pay, paid time off programs, peer-to-peer recognition, health and life insurance, wellness programs and incentives, and generous retirement savings.