Administrative Assistant

Administrative Assistant (Level III)

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to 23 senior Technology Executives. This role requires a professional who can manage complex calendars, coordinate meetings and events, handle confidential information with discretion, and serve as a liaison between executives and internal/external stakeholders. The ideal candidate will possess strong communication skills, a high level of attention to detail, and the ability to thrive in a fast-paced, dynamic environment.

Key Responsibilities

• Provide day-to-day administrative support including calendar management, travel arrangements, expense processing, and meeting coordination.
• Prepare executive-level presentations, reports, and correspondence.
• Organize and support recurring meetings such as town halls, skip-levels, and All Hands sessions.
• Assist with planning and logistics for in-person meetings and off-site events.
• Compile weekly summaries of key events, decisions, and upcoming priorities.
• Maintain confidentiality and exercise sound judgment in handling sensitive information.
• Serve as a point of contact for internal teams regarding administrative processes and inquiries.
• Collaborate with Business Support Managers and other administrative staff to ensure seamless operations.
• Track and follow through on action items and deliverables across multiple business lines.
• Support initiatives related to financial data, HR, workforce management, and project coordination.

Required Qualifications

Minimum of 5 years of experience supporting executive-level management, preferably in a technology or financial services environment.

Exceptional verbal and written communication skills.

Strong organizational and time management abilities with a focus on attention to detail.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint).

Ability to manage multiple priorities and adapt to changing demands.

Experience handling confidential information with tact and diplomacy.

Self-starter with the ability to work independently and collaboratively.

Comfortable working across global time zones and with diverse teams.

Preferred Qualifications

• Experience with Concur or similar expense management systems.
• Background in technology or understanding of technical programs and components.
• Exposure to financial data, HR processes, and project support.
• Demonstrated ability to build and maintain strong partnerships across business units.

Work Environment

This is a hybrid position requiring onsite presence three days a week.

Compensation & Benefits

The pay rate for this position is between $15.00 and $19.75 per hour.

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.