Job Details

Administrative Assistant - Onsite
About the Role

Our administrative professionals play a critical role in keeping leaders and teams operating seamlessly in a fast-paced, high-impact environment.

We are seeking a Senior Administrative Assistant to support a Sr Director (Firstline+) and provide coverage for additional Sr Directors as needed while two Sr Administrative Assistants are on leave. This role sits within the HR organization and requires a highly adaptable, organized, and proactive professional who thrives in ambiguity and operates with discretion and excellence.

This individual will embody core values-demonstrating professionalism, agility, emotional intelligence, and resilience-while acting as a trusted partner to senior leaders.
Who You'll Work With

You will directly support:

• Sr Director (Firstline+)
• Additional Sr Directors (coverage support)

You'll collaborate cross-functionally with senior leaders, HR partners, teammates across functions, and external stakeholders. You will also serve as the main administrative point of contact for the supported teams.
Key Responsibilities
Executive Support & Calendar Management (Non-Negotiable)

• Own complex, high-volume calendar management in Outlook.
• Coordinate across multiple time zones and senior stakeholders.
• Anticipate conflicts, proactively solve scheduling challenges, and set clear expectations.
• Prioritize shifting demands in a fast-paced, results-driven environment.

Travel & Event Coordination (Critical Skill Area)

• Book and manage domestic and international travel (flights, hotels, ground transportation).
• Maintain and adjust detailed itineraries as needed.
• Plan and execute meetings, offsites, and team events including:
  
  • Securing event space
  • Budget coordination
  • Catering arrangements
  • Agenda planning
  • Run-of-show development
  • Vendor coordination

Financial & Budget Administration

• Prepare and reconcile expense reports.
• Track and monitor budgets.
• Create and manage purchase orders (POs).
• Process invoices and partner with Finance as required.

Communication & Documentation

• Produce, edit, and format professional communications and documents.
• Create high-quality PowerPoint presentations (Keynote a plus).
• Draft and distribute communications on behalf of leaders.
• Maintain distribution lists and shared resources.
• Update organizational charts and team documentation.

Operational & Team Support

• Coordinate team space planning and workspace/equipment moves.
• Support special projects and track progress against timelines.
• Assist with planning and executing team-building activities and activations.
• Serve as the primary administrative resource for the team.
• Provide temporary coverage for other leaders as needed.

What We're Looking For

We're seeking a highly agile, detail-oriented professional who can:

• Thrive in a fast-paced, high-ambiguity environment.
• Communicate effectively with senior-level executives and diverse teams.
• Work independently while maintaining strong collaboration.
• Anticipate needs and proactively solve problems.
• Handle highly confidential and sensitive information with discretion.
• Adapt working style to best support evolving business needs.

Required Qualifications

• Bachelor's degree in Business or related field or equivalent experience (education not required; experience matters most).
• Minimum 3+ years of administrative experience.
• Advanced proficiency in:
  
  • Microsoft Outlook (complex calendaring essential)
  • PowerPoint
  • Excel
  • Word
  • Zoom / MS Teams
• Proven experience supporting senior-level leaders.
• Experience planning events and coordinating travel in fast-paced environments.
• Ability to occasionally work outside core business hours.

Strongly Preferred

• Experience tracking budgets and financial processes.
• Experience using AI tools (e.g., ChatGPT, Microsoft Copilot).
• Experience with Keynote.
• Demonstrated HR organizational experience.

Non-Negotiable Top Skills

1. Advanced Outlook calendaring expertise (complex, executive-level scheduling).
2. Experience working with senior leaders and diverse groups.
3. Event planning and travel coordination in a fast-paced environment.

Ideal Candidate Profile

• Highly organized and detail-oriented.
• Emotionally intelligent and adaptable.
• Comfortable navigating ambiguity.
• Strong communicator with executive presence.
• Proactive, dependable, and solution-focused.