Job Overview:
We are seeking a proactive, flexible, and detail-oriented Administrative Assistant to provide high-level administrative support to senior leaders and teams within our Technology Division. The ideal candidate is a self-starter who thrives in a dynamic, fast-paced environment and is comfortable managing complex schedules, navigating competing priorities, and building relationships across a matrixed organization. This role demands discretion, a high degree of professionalism, and the ability to support both day-to-day operations and strategic initiatives.
Key Responsibilities:
- Coordinate and manage complex calendars for multiple senior executives, including resolving scheduling conflicts and prioritizing meeting requests.
- Facilitate seamless communication between senior management and key stakeholders, ensuring timely updates and follow-ups.
- Organize cross-functional and cross-time zone meetings, including all logistics such as booking rooms, setting up AV, and arranging catering.
- Manage domestic and international travel arrangements, including visa processing, itinerary planning, and accommodation logistics.
- Submit and track expense reports, procurement requests, and IT administrative needs in accordance with corporate policies.
- Support the planning and execution of departmental events, offsites, and team forums.
- Build and maintain a network of contacts both within and outside the organization to facilitate collaboration.
- Provide coverage and backup support for administrative colleagues during absences.
- Collaborate with the departmental Chief of Staff on special initiatives and ad hoc projects.
Qualifications:
- Minimum of 3 years of experience in an administrative support role, preferably within a Technology or Cybersecurity environment.
- High school diploma or GED required; bachelor’s degree preferred.
- Outstanding organizational and time-management skills, with a keen eye for detail.
- Strong multitasking capabilities and the ability to pivot effectively in a high-demand setting.
- Excellent interpersonal and communication skills, including professional phone and email etiquette.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Zoom and Microsoft Teams.
- Familiarity with enterprise tools such as Concur, Workday, and Jira is highly desirable.
- Ability to handle confidential information with discretion and professionalism.
- Positive, solution-oriented mindset and adaptable team player.
