Administrative Assistant

Job Description

ABOUT JOB

We are looking for an experienced Administrative Assistant to provide high-impact executive support to multiple director- and VP-level leaders. This role is central to keeping leadership operations organized, prepared, and moving forward — managing priorities, enabling effective communication, and ensuring timely follow-through across a complex stakeholder environment. You will work closely with senior leaders, their immediate teams, and other administrative professionals to coordinate confidential and time-sensitive activities and maintain a reliable operating rhythm.

What you will do

• Manage calendars, priorities, meeting preparation, and timely follow-up for multiple directors and VPs
• Plan and document leadership meetings through agenda preparation, logistics coordination, and follow-through tracking
• Arrange leadership travel, including bookings, itineraries, and expense reporting
• Draft, proofread, and distribute executive communications with clarity and professionalism
• Support onboarding for new team members and contractors by coordinating logistics, access, and introductions
• Track key dates, deadlines, and action items to help leaders stay ahead of commitments
• Handle confidential information and sensitive topics with sound judgment and discretion
• Collaborate with peer assistants to align administrative processes and share best practices

The skills you bring

• Several years of experience in an executive assistant, senior administrative, or similar support role, ideally at the director or VP level
• Strong organizational and time-management skills with the ability to juggle multiple priorities and stakeholders
• Excellent written and verbal communication skills across all levels of the organization
• High degree of integrity and professionalism when managing sensitive matters
• Proficiency with Microsoft 365, Outlook, Teams, Excel, PowerPoint, and SharePoint
• Ability to work independently with minimal direction while staying aligned to team and leadership needs
• Experience with travel and expense tools, HR systems, or IT request processes (preferred)
• Experience supporting leaders in a large, matrixed, or global organization (preferred)
• Familiarity with coordinating leadership events, offsites, or cross-functional workshops (preferred)