Administrative Assistant, Product

Your Responsibilities:

• Administrative Team Support
• Supports cultural moments for product teams including podcasts, warm up Wednesdays and all product meetings
• Assists in VISA procurement for team members for international travel
• Overall resource for the product teams for general questions and support
• Team player and engages with the Executive Assistant, Product regularly, interacting with the team.
• Manage employee and headcount processes with key leaders. Ensure departmental organization charts and seating charts are up to date
• Supports Cultural Team Events: Sales Meeting, TRE, Olympic Trials, and more.
• Manage calendars and schedule meetings for team leaders, anticipating and resolving conflicts as needed.
• Coordinate domestic and occasional international travel, including flight and hotel bookings, ground transportation, and basic itinerary organization.
• Prepare and submit expense reports, track departmental budget & purchases, reconcile department credit card transactions, and manage office supply inventory
• Maintain team organizational charts, contact lists, and shared files.
• Support onboarding for new hires by coordinating logistics, equipment setup, and welcome materials.
• Assist with clerical tasks such as document preparation, formatting, copying, and filing.
• Maintain and order office supplies and support equipment needs
Meeting & Event Coordination
• Schedule, organize, and support internal team meetings, workshops, and offsites.
• Book meeting rooms, order catering, and manage AV or virtual setup (MS Teams/Zoom).
• Prepare meeting materials, take notes, and track basic action items.
• Support planning and logistics of key events or gatherings along with vendor management.
• Assist the leadership team with ideation, organization, and execution of cultural and team building events
Communication & Documentation
• Draft and edit basic correspondence, team communications, and simple presentations.
• Maintain and update shared information systems such as MS Teams, SharePoint, and Outlook.
• Act as a point of contact for internal inquiries, routing information to the appropriate people or departments.
• Support internal communications that help strengthen team engagement and organization.
Operational Support
• Ensure smooth day-to-day operations by identifying small improvements in processes or tools.
• Handle confidential information with discretion and professionalism.
• Provide backup administrative support for other teams or leaders when needed.
• Perform special projects and additional duties as assigned.

Qualifications:

• High School or Associate degree or equivalent administrative experience.
• Experience and knowledge in supporting a large complex team
• Comfortable in ambiguity, filling in the blanks on a general direction or projects
• Desire and excitement to try new things and create memorable moments and experiences that elevate morale and team performance
• 1 year of administrative or coordination experience, ideally supporting managers or small teams.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Visio) and collaboration tools such as or SharePoint.
• Strong organizational and time management skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize work effectively, and meet deadlines.
• Professionalism, reliability, and discretion when handling sensitive information.
• A collaborative, service-minded approach with a willingness to learn and grow.
• Ability to lift up to 35 pounds and coordinate moving heavy items safely
• Ability to travel between locations as necessary
• This role will require you to be on site 4 days/week