Job Description

S3

The Administrative Assistant will provide direct and high-level support to one or more senior leaders and/or senior individual contributors. This role requires a strong sense of confidentiality, discretion, and diplomacy, particularly when managing sensitive information and implementing new processes or policies. The Administrative Assistant may guide less experienced staff and is expected to collaborate seamlessly with colleagues to ensure consistent support and coverage across the team.

Key Responsibilities:

- Manage a variety of moderately complex and confidential administrative tasks that require a good understanding of organizational policies and procedures.

- Screen and respond to calls and visitors, handling routine as well as more intricate inquiries with professionalism and efficiency.

- Schedule and maintain calendars for appointments, meetings, and travel, often anticipating the needs of the leaders they support and addressing issues proactively.

- Support the planning and execution of meetings, seminars, workshops, and conferences, including coordinating logistics, preparing materials, liaising with participants and vendors, and managing all details to ensure successful execution.

- Assist with special projects and provide support across multiple teams, including participating in specific workstreams as needed.

- Conduct research, compile and analyze data, and summarize findings for reports and correspondence on behalf of senior leaders.

- Keep databases and share sites current, ensuring data accuracy and timely dissemination of information.

- Coordinate executive meetings by managing all logistics (such as reserving locations, arranging catering, and handling security), collecting and organizing meeting materials, preparing agendas, recording meeting minutes, and tracking attendance.

- Prepare various correspondences, memoranda, reports, and manage documentation such as expenses and vouchers. May also distribute meeting minutes and handle general filing duties.

- Deliver comprehensive onboarding support for hiring managers, candidates, and new hires—scheduling interviews, arranging introductions with team members, securing workspace and equipment, and processing access requests.

- Organize and provide logistical support for department-wide events including all-hands meetings, year-end celebrations, retirements, and milestone recognitions.

Qualifications:

Required:

- Bachelor’s degree or equivalent combination of education and relevant work experience.

- Minimum of 3 years’ relevant administrative experience.

Preferred:

- At least 5 years of experience supporting C-suite executives is highly desirable.

- Experience with project management, workflow development, reporting, or digital administrative tools is a strong plus.

Skills:

- Exceptional verbal, written, and interpersonal communication abilities.

- Outstanding organizational and time management skills, with a focus on customer service and operational excellence.

- Proactive approach with the ability to anticipate needs, demonstrate initiative, and build trust with executives and team members.

- Strong analytical, critical thinking, and problem-solving abilities, with high attention to detail and accuracy—especially when reviewing complex or messy data.

- High proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint), MS Apps (Planner, Forms, Power Automate, Power BI), as well as Teams, Zoom, and Adobe tools.

This role is eligible for hybrid work, withup tooneday a week from home