Job Description

ABOUT THE ROLE:

We are seeking a highly engaged and detailed oriented Administrative Assistant to provide administrative support for Commercial Leadership team in daily operations. This individual will need to prioritize, coordinate, and manage work, projects, and tasks for the Commercial Leadership team for efficient operations, and to reduce and simplify workload.

KEY RESPONSIBILITIES:

Executive & Leadership Team Support

• Manage complex, high-volume calendars for the commercial leadership team, including prioritization, conflict resolution, and coordination across time zones.
• Anticipate scheduling needs and proactively adjust to shifting priorities.

Travel & Expense Management

• Coordinate all aspects of domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare and submit accurate, timely expense reports in compliance with company policies.
• Monitor travel logistics and resolve issues in real time.

Administrative & Operational Support

• Prepare meeting materials, agendas, presentations, and follow-up action items.
• Handle confidential and sensitive information with the highest level of discretion.
• Support communications, including drafting correspondence and coordinating logistics for executive meetings, offsites, and board-related activities.

Special Projects

• Support strategic initiatives and special projects as assigned, often involving cross-functional coordination.
• Conduct research, track milestones, and help drive projects to completion.
• Improve administrative processes and recommend efficiencies.

SKILLS AND QUALIFICATIONS:

• 5+ years of experience as an Executive Assistant supporting senior leaders, preferably in a large, complex, or global organization.
• Demonstrated experience managing leadership team calendars, travel, and expenses at scale.
• Exceptional organizational, time-management, and prioritization skills.
• Proven ability to work with discretion, professionalism, and sound judgment.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office and/or Google Workspace
• Experience with expense and travel management systems required, Concur preferred.
• Ability to thrive in a fast-paced environment and adapt quickly to change.
• Highly proactive, detail-oriented, and solutions-focused.
• Polished, professional presence with the ability to interact effectively with senior leaders and external partners.
• Calm under pressure with a high degree of emotional intelligence.
• Collaborative team player who builds strong relationships across the organization.
• Strong experience arranging global travel and managing off-site meetings
• Work hours must align with the schedule of leaders in the United States.