Sr Administrative Assistant

Job Title: Sr Administrative Assistant

Summary:

• Provides proactive administrative support to multiple executives, managing complex calendars, priorities and logistics to maximize productivity and align with business goals.
• Serves as a key point of contact for the department, responding to inquiries, coordinating with cross-functional partners and welcoming visitors.
• Plans and coordinates meetings, including scheduling, room setup, audiovisual support, hospitality and meeting notes as needed.
• Manages domestic and international executive travel, ensuring compliance with company policies and seamless travel experiences.
• Leads onsite event planning and logistics, including venue selection, travel, lodging, agendas and supplies.
• Processes and manages executive expense reports accurately and timely.
• Anticipates changing business needs, reprioritizes independently and ensures alignment with executive and team objectives.

Key projects :

• Onsite event planning.

Daily Responsibilities:

• Provides comprehensive administrative support to leaders across International Retail Operations and Coffee, including calendar management, travel coordination, meeting and event planning, communications, expense reporting and day-to-day operational support.
• Proactively manages priorities and logistics to ensure leaders can focus on driving business results.

Interaction level with team:

• High with executives and C-suit.

Technology requirements:

• Technology: advanced knowledge of Microsoft Office 365 and virtual tools.
• Adaptability: able to execute with flexibility in responding to constantly changing environment.
• Collaboration: demonstrate confidence, composure and professionalism; able to build trust with internal and external customers.
• Communication: able to communicate clearly and concisely, both verbal and written.
• Customer Service: demonstrate a positive, can-do attitude with the desire to take on additional responsibilities, consistently delivers high quality customer service to both internal and external stakeholders.
• Organization: excellent organizational skills and high level of integrity and discretion in handling confidential and sensitive information with superior attention to detail.
• Problem Solving: critical thinking and strong analytical skills; able to proactively anticipate needs and use sound judgment.
• Time Management: able to balance multiple priorities and projects in a fast-paced environment, meet deadlines and follow through on.

Degree or Certifications required:

• High school degree.

Years experience:

• Progressive administrative experience. (7+ years).
• Experience managing calendars and email on MS Outlook (7+ years).
• Project or event management (7+ years).
• Fast-paced environment (7+ years).

Nice-to-Haves:

• Domestic and international travel arrangement (7+ years).

Required background & Skills:

• Development: consistent self-driven and strong ownership of tasks and projects.
• Leadership: able to work independently, as part of a team; aptitude in identifying potential for process improvements and leading change process.
• Business Acumen: demonstrates an aptitude for understanding the business, function and company priorities.