Job Description

Job Description

Position Summary

We are looking for a seasoned Administrative Specialist to support our leadership team, plus light support for 1‑2 other department leaders. You’ll help keep the executive’s days running smoothly in a fast‑paced work environment by managing calendars, travel coordination, meeting logistics, and cross‑team communications.

Key Responsibilities

• Calendar & Schedule Management
• Proactively manage and coordinate the VP’s calendar (virtual and in‑person meetings), prioritize requests, resolve conflicts, and anticipate scheduling needs.
• Travel Coordination
• Work with the VP to gather all travel requirements; coordinate with the travel‑booking team or agent to arrange flights, lodging, transportation, itineraries.
• Expense & Receipt Management
• Submit expense reports and receipts on behalf of the VP via Workday (or similar systems). Ensure compliance with policy and timely processing.
• Meeting & Event Planning
• Plan, schedule, and support meetings (virtual or in‑person), organize meeting logistics (venue, catering, materials), prepare agendas, and follow up on action items.
• Presentation Review & Editing
• Review presentations and documents for errors or corrections (spelling, formatting, consistency), ensure professional quality (you won’t be creating decks from scratch).
• Communications Support
• Assist with correspondence, internal and external meeting materials, possibly managing parts of inbox or email triage. Ensure clarity, timeliness, and appropriateness of communications.
• Cross‑Team Support
• Provide light administrative support to other department leaders (typically remote, less travel) as needed.
• Adaptability & After‑Hours Flexibility
• Able to pivot quickly when priorities shift, occasionally respond to travel or scheduling needs outside regular hours. Overtime will be compensated when required.

Required Qualifications & Skills

• 5+ years of experience in an EA / administrative support role, especially supporting Director‑level or above.
• Expert competence with Microsoft Outlook (calendar + email), and strong familiarity with Office 365 tools: Word, PowerPoint (review/editing), Teams, etc.
• Prior use of Workday or equivalent system for submitting expenses is highly preferred but not required.
• Excellent attention to detail; strong editing skills (format, grammar, consistency).
• Superb organization and ability to juggle multiple tasks under shifting deadlines; comfortable in high‑demand roles.
• Strong verbal and written communication skills; ability to take direction, anticipate needs, and follow through timely.
• Discretion and ability to handle confidential or sensitive materials appropriately.

What Makes this Role Unique / Important

• This role is ~60% dedicated to supporting the VP; the rest is auxiliary support for other leaders.
• This role will require someone who can quickly ramp up, understand the VP’s priorities and style, and anticipate what’s needed before being asked.
• While not a full travel agent role, it involves frequent travel coordination and may include last‑minute changes.
• No corporate card required; occasionally placing orders via departmental card (AMEX) for meetings/logistics.

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