USA - Administrative Assistant - IV - USD

Position Summary

We are seeking an experienced and highly organized Administrative Assistant to provide administrative and operational support to a dynamic, global team. This role is ideal for a proactive, detail-oriented professional who can work independently, manage multiple priorities, and effectively support team members across various functions.

The successful candidate will possess strong organizational skills, advanced proficiency in Microsoft Office applications, SharePoint experience, and a willingness to leverage AI-enabled tools to enhance productivity and efficiency. This position requires excellent communication skills, sound judgment, adaptability, and the ability to thrive in a fast-paced environment.

Key Responsibilities

Administrative & Organizational Support

• Manage complex calendars, scheduling requests, meeting logistics, and scheduling conflicts.

• Coordinate domestic and international travel arrangements and ensure travel itineraries are accurate and complete.

• Prepare meeting agendas, presentations, supporting materials, meeting notes, and follow-up communications.

• Track action items and proactively monitor deadlines to ensure timely completion of deliverables.

• Maintain organized and confidential records, documents, and information repositories.

• Support team communications, newsletters, organizational announcements, presentations, and reports with exceptional attention to detail.
  

Event & Meeting Coordination

• Coordinate team meetings, workshops, face-to-face events, leadership meetings, and recognition activities.

• Manage end-to-end logistics for meetings and events, including conference room reservations, catering, materials preparation, and attendee coordination.

• Assist with planning and execution of team-building activities and special projects.
  

Collaboration & Technology Support

• Administer and maintain SharePoint sites, Microsoft Teams channels, and other collaborative workspaces.

• Create, edit, and manage documents, spreadsheets, presentations, and reporting tools using Microsoft Office applications.

• Utilize AI-enabled solutions and emerging technologies to improve team productivity, collaboration, and administrative processes.

Operational Support

• Anticipate administrative and operational needs and independently resolve routine business issues.

• Identify opportunities for process improvements and recommend practical solutions.

• Support various team members with administrative requests and project coordination as needed.

• Ensure high levels of accuracy and attention to detail in all assigned work.
  

Required Skills & Qualifications

Technical Skills

• Proficiency in Microsoft Office Suite, including: Excel, Word, PowerPoint, Outlook, Teams.

• Experience administering or maintaining SharePoint sites.

• Ability and willingness to learn and leverage AI tools and technologies.

• Experience using web-based systems and collaboration platforms.
  

Professional Skills

• Excellent verbal and written communication skills.

• Strong organizational and time management skills.

• Ability to prioritize multiple assignments and work independently.

• Exceptional attention to detail.

• Strong interpersonal and customer service skills.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Demonstrated problem-solving skills and initiative.

• Positive, team-oriented mindset with a strong willingness to learn and grow.
  

Preferred Experience

• Experience supporting managers, leadership teams, or large business groups.

• Experience coordinating travel arrangements, meetings, conferences, and special events.

• Experience working in a global or matrixed organization.

• Experience managing calendars and meeting schedules for multiple stakeholders.

• Knowledge of Concur or similar travel management systems is preferred but not required.
  

Education & Experience

• High School Diploma or GED required.

• 8 years of relevant administrative support experience preferred.

• Equivalent combinations of education and experience will be considered.

• Experience supporting executive or leadership teams is preferred.
  

Additional Information

• Part-time position: approximately 20-25 hours per week.

• Onsite role

• Initial contract term of one year, with the possibility of extension based on business requirements and performance.