Senior Administrative Assistant

Key Responsibilities:

• Coordinate complex meetings, executive appointments, interviews, conference rooms, catering, and meeting logistics with precision, sound judgment, and a clear understanding of business priorities, to enable professional, seamless, and high-quality meeting experiences. Manage visitor requests through online tool and ensure a professional, welcoming, and well-coordinated visitor experience.
• Strategically manage and optimize executive calendar(s) and travel plans to ensure time, attention, and resources are aligned to the highest-value business priorities. Oversee end-to-end travel requirements, including visa applications and external conference logistics, ensuring accuracy, timeliness, and compliance. Plan and coordinate complex domestic/international travel arrangements, including commercial/private travel, with a focus on efficiency, risk mitigation, and executive readiness.
• Build and actively manage a strong network of senior internal and external stakeholders, enabling alignment, issue resolution, and effective collaboration across functions.
• Champion AI-enabled tools and digital workflows to improve executive productivity, increase information quality, streamline processes, and support evolving ways of working, while serving as a trusted resource for guidance on organizational processes.
• Draft, refine, prioritize, and triage executive communications using AI-assisted tools; respond on behalf of executive(s), as appropriate, while exercising exceptional discretion with highly confidential and sensitive information.
• Prepare, review, and submit expense reports with strong attention to detail and full adherence to applicable policies and controls. Manage purchase orders, R2P processing, invoicing, and related administrative controls to support seamless business operations.
• Oversee office supplies and dispensary items, including Tignum snacks, to ensure a well-supported and professional on-site environment.
• Establish, maintain, and continuously improve digital filing systems, such as OneDrive, for contracts, invoices, purchase orders, and other business-critical documentation.
• Support planning and execution of large-scale annual meetings, conferences, and leadership events with strong attention to detail and stakeholder experience. Manage registration and coordination for conferences, lectures, professional associations, and external engagements.
• Provide seamless backup and continuity support for the Executive Administrative Assistant during vacations, travel, and other absences.
• Design, maintain, and update SharePoint sites and websites to strengthen information access, collaboration, and team effectiveness. Maintain and govern office distribution lists and contact lists to support timely, accurate, and effective communications.
• Serve as a senior role model and peer leader for administrative professionals, including active support of monthly USLT meetings and administrative community priorities, while demonstrating operational excellence through accuracy, responsiveness, sound prioritization, and strong delivery against deadlines in a fast-paced executive environment.

Essential Requirements:

• Education: Associate’s degree, Bachelor’s degree, or equivalent experience.
• Minimum of five years of experience providing high-level administrative support to senior executives and leadership teams in a complex, matrixed organization.
• Demonstrated ability to build trusted relationships, influence without authority, and operate effectively across all levels of the organization with exceptional integrity and judgment.
• Advanced organizational, prioritization, and time-management capabilities, with the ability to maintain composure and effectiveness in fast-paced, high-pressure executive environments.