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The Administrative Assistant 3 (Senior) provides high-level administrative and operational support to senior leaders who lead large and complex teams. This role operates with independent judgment when needed, adapting quickly to shifting priorities and ambiguous situations. The ideal candidate is a proactive problem-solver with deep organizational expertise, strong communication skills, and a forward-looking orientation toward digital and AI-enabled productivity. Decisions typically span methods, tactics, and processes for administrative and operational tasks.

Executive & Operational Support

• Proactively manage calendars, appointments, and shifting priorities for assigned leaders or teams, ensuring alignment with business objectives
• Anticipate scheduling conflicts, prepare alternatives, and optimize time allocation
• Serve as a liaison across departments, ensuring effective communication and coordination

Communication & Information Management

• Draft, edit, and proofread high-quality communications (correspondence, presentations, reports, meeting materials) with professionalism and attention to detail
• Manage inbound communications (calls, emails, messages), triaging and prioritizing with discretion
• Maintain confidentiality of sensitive information and exercise sound judgment in handling escalations

Meeting & Event Coordination

• Plan and coordinate meetings, workshops, and events (virtual and in-person), including logistics, materials, agendas, and follow-ups
• Support meeting effectiveness by preparing briefing materials, capturing action items, and tracking key deliverables
• Arrange travel and manage associated logistics and expense processes

Process & Workflow Optimization

• Identify opportunities to improve administrative workflows, tools, and processes
• Standardize repeatable tasks (e.g., templates, tracking mechanisms, reporting formats)
• Support light operational tracking (budgets, invoices, project trackers, or team initiatives)

Digital & AI Productivity Tools

• Leverage modern tools (Microsoft 365 suite, Teams, SharePoint, collaboration platforms, workflow tools) to improve efficiency and transparency
• Apply AI productivity tools (e.g., Microsoft Copilot, Claude, Google Gemini) to accelerate drafting, summarization, research, meeting preparation, and routine task automation
• Proactively track developments in AI and productivity technology, identifying tools and features that could benefit individual and team effectiveness
• Maintain digital filing systems, ensuring organization, accessibility, and compliance
• Support data entry, reporting, and basic analysis using spreadsheets and dashboards

Office & Administrative Operations

• Oversee office operations where applicable (supplies, inventory, coordination of services)
• Manage document lifecycle processes (distribution, filing, archiving)
• Support onboarding logistics and team coordination activities

Decision-Making & Scope

• Exercises independent judgment in prioritizing competing requests and managing multiple stakeholders
• Adapts processes and approaches based on evolving business needs with comfort navigating ambiguity
• Works with limited guidance, leveraging experience and organizational knowledge to deliver outcomes

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Required Qualifications

• 10+ years of administrative experience, including at least 3-years supporting senior leaders or complex, cross-functional teams
• Proficient in Microsoft Outlook, Word, PowerPoint, and Excel (intermediate level: data organization, tracking, basic formulas)
• Strong written and verbal communication skills; able to draft professional correspondence and materials independently
• Demonstrated use of AI tools (e.g., Copilot, Claude, Gemini) for administrative or productivity tasks
• Curiosity about emerging AI and productivity tools; actively follows developments that could improve individual and team effectiveness
• Ability to manage multiple competing priorities under tight timelines
• Strong attention to detail and accuracy
• Capacity to maintain confidentiality and exercise sound judgment
• Comfort operating with ambiguity and adapting to changing needs in a fast-moving environment
• Strong organizational skills and a continuous improvement mindset

Key Competencies

• Proactive Execution – Anticipates needs and resolves issues before they escalate
• Business Acumen – Understands team priorities and aligns support according