Administrative Assistant

The Administrative Assistant provides high-level administrative and operational support to senior leadership helping to ensure seamless coordination across departments and efficient day-to-day operations. This role involves managing complex travel arrangements scheduling meetings handling sensitive documentation supporting internal communications and assisting with a range of administrative tasks. The ideal candidate is highly organized proactive and tech-savvy with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment.

Key responsibilities: 

• Book and manage complex travel arrangements including flights hotels ground transportation and visas.
• Coordinate passport renewals and ensure compliance with international travel requirements.
• Prepare detailed itineraries proactively anticipate travel needs and handle last-minute changes as needed.
• Coordinate U.S. guest accommodations.
• Manage complex executive calendars including scheduling meetings blocking off travel and buffer periods across multiple time zones and proactively resolving scheduling conflicts to optimize executive time.
• Schedule and manage cross-departmental meetings including recurring cadence time zone coordination and logistical support.
• Prepare meeting agendas meeting materials and follow-up action items as needed.
• Support CRM management by preparing executives with relevant background and relationship history before meetings logging customer meetings with notes and outcomes and ensuring follow-up on key actions.
• Coordinate the review signing and tracking of legal documents liaising with legal and executive teams to ensure timely processing.
• Facilitate document execution by signing or stamping on the executives behalf when authorized ensuring timely completion during their absence.
• Arrange document mailings or shipments.
• Maintain accurate and up-to-date territory lists and contact databases and share updates with relevant departments to ensure accurate communication and alignment.
• Prepare and submit detailed and timely expense reports.
• Maintain the distributor pricing portal and related spreadsheets ensuring daily/monthly/quarterly pricing updates are accurately published and accessible in a timely manner.
• Assist executives with basic IT troubleshooting and act as a liaison with the IT department to escalate and resolve technical issues as needed.
• Provide admin-level support for Microsoft Teams: create/manage channels permissions and teams.
• Manage Customer Feedback Form (CFF) data entry and ensure appropriate follow-up actions.
• Monitor and respond to web inquiries providing requested information or directing them to the appropriate teams for follow-up.
• Provide requested documents through the document request system ensuring accuracy and timely fulfillment of requests.
• General office support including maintaining conference rooms.
• Arrange gifts cards and special acknowledgments for team members clients and events.
• Maintain records of birthdays milestones and holidays for appropriate planning.

Qualifications :

• 3 years of experience in an administrative support or senior administrative role.
• Experience coordinating international travel and managing multiple stakeholders.
• Self-starter with a proactive mindset and strong follow-through.
• Excellent written and verbal communication skills.
• Ability to anticipate needs and think critically under pressure.
• Strong working knowledge of Microsoft Office Suite (Outlook Teams Excel Word) and virtual meeting platforms.
• Highly organized detail-oriented and able to multitask effectively.
• Discretion in handling sensitive or confidential information.

Additional Information :

• Insurance after 3 months: 75% paid by employer 25% paid by the employee. Covers health dental and life insurance.
• 401K: Employer contributes 2% after 1 year. Employee can contribute as of day 1.
• Vacation: 10 days prorated to hiring date
• Cafeteria at the office parking available

Remote Work :

No

Employment Type :

Full-time