Administrative Support

About This Role

• Job description Template Position Title: Administrative Support 5 Role Type: Full-time Job Overview The Administrative Assistant provides high-level administrative support to the Vice President of Global Operations.
• We are seeking a proactive, self-motivated Senior Administrative Specialist to provide high-level operational and administrative support to department managers and teams.
• Serving as a trusted specialist, you will manage complex schedules, streamline daily office operations, and execute special projects requiring research and data analysis.
• This role requires considerable judgment, initiative, and the ability to solve problems autonomously.
• You will regularly interact with leadership at all organizational levels, coordinate cross-functional initiatives, and handle highly confidential information with absolute discretion.
• Key Responsibilities Executive & Administrative Support Calendar Management: Proactively manage complex executive calendars, resolve scheduling conflicts, and coordinate meetings across global time zones.
• Travel Logistics: Coordinate domestic and international travel arrangements, including itineraries, visas.
• Financial & Approvals: Prepare and review expense reports for leadership and team members; review and approve daily Purchase Orders (POs) and administrative requests.
• Team Operations: Support new hire onboarding, maintain updated organizational charts, coordinate employee engagement events, and manage team distribution lists and Box files Meeting & Event Coordination Logistics & Catering: Organize in-person, hybrid, and virtual meetings.
• Pre-register external guests, arrange facility requirements, and manage catering setups.
• Executive Briefing Center (EBC) Support: Process EBC briefing requests, manage the facility calendar, coordinate with IT/facilities, and resolve or escalate technical issues.
• Executive Backup: Provide backup support for executive-level meetings Office & Cross-Functional Operations Facilities Liaison: Act as the main point of contact for local workplace services, space allocation, workspace audits, and office supply management.
• Project & Process Management: Track upcoming team deadlines and drive accountability.
• Cross-Functional Collaboration: Build strong relationships across internal departments and external suppliers to streamline communication.
• Mentorship: Serve as a subject matter expert and provide informal guidance or leadership to junior administrative and support staff.
• Qualifications & Requirements Experience: 6+ years of administrative support experience in a fast-paced corporate environment.
• Problem-Solving: Strong business judgment with a proven ability to anticipate needs, evaluate implications, and recommend practical solutions.
• Discretion: Demonstrated success handling sensitive, high-level confidential information.
• We will also consider qualified applicants with arrest and conviction records consistent with local law.
• If you are located outside USA, please be sure to fill out a home address as this will be used for future correspondence.