Administrative Assistant

Our client  is seeking a highly organized and proactive Administrative Assistant to provide confidential and comprehensive support. In this role, you will be a critical partner, enabling executive efficiency through effective calendar management, operational coordination, and administrative excellence in a fast-paced, global environment.

• Responsibilities

• Provide high-level, confidential administrative support to the VP of Business Division and leadership staff, ensuring seamless day-to-day operations
• Manage complex and dynamic executive calendars, optimizing scheduling efficiency and prioritizing critical business needs
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa/passport processing
• Prepare, review, and submit expense reports in compliance with company policies and timelines
• Plan and coordinate executive meetings, including agenda preparation, materials development, and follow-up actions
• Organize and support internal and external meetings, including customer visits, conference room setup, and catering arrangements as required
• Act as a primary point of contact for incoming communications (emails, calls, mail), ensuring timely responses and proper prioritization
• Maintain and update organizational charts, contact lists, and departmental records
• Support cross-functional coordination by liaising with internal stakeholders, leadership teams, and external partners
• Handle multiple projects simultaneously, ensuring timely execution and adherence to strict deadlines
• Assist in purchase order creation, invoice tracking, and vendor coordination
• Manage office operations, including supply inventory, ordering, and workspace/seat assignments
• Drive process improvements to enhance administrative efficiency and effectiveness
• Maintain the highest level of professionalism, confidentiality, and discretion at all times

Qualifications

• Bachelor’s degree or equivalent relevant experience
• Minimum 7+ years of experience supporting senior leadership, including VP or C-level executives
• Proven experience managing complex calendars, travel logistics, and executive priorities in a fast-paced environment

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and collaboration tools
• Strong organizational and time-management skills with exceptional attention to detail
• Ability to work independently with minimal supervision while maintaining high productivity
• Excellent problem-solving skills with a proactive, solution-oriented mindset
• Strong interpersonal and communication skills, with the ability to interact effectively across all levels of the organization
• High level of professionalism with a positive, approachable demeanor
• Ability to prioritize competing demands and manage multiple stakeholders simultaneously
• Adaptability and resilience in a rapidly changing, high-pressure environment
• Strong sense of ownership, accountability, and commitment to delivering results

salary range for this position is $61,065.00 to $107,065.00