Administrative Assistant

This Administrative Assistant supports three senior leaders by coordinating schedules, travel, communications, projects, and daily office activities. The role also serves as the Scottsdale site administrator for the organization, supporting day-to-day office operations and coordination of employee engagement activities. The role requires confidentiality, good judgment, organization, and the ability to manage multiple priorities.

Job Duties and Responsibilities

• Manage calendars, schedules, and meetings across multiple time zones.
• Arrange domestic and international travel, prepare itineraries, and independently address ad hoc travel changes or complexities as they arise.
• Prepare, submit, and track expense reports.
• Prepare and edit communications, presentations, reports, agendas, meeting summaries, and other documents.
• Coordinate communication with leaders, team members, business partners, and internal departments.
• Serve as the Scottsdale site administrator for the organization by managing day-to-day office operations, coordinating site, visitor, and team logistics, and coordinating employee engagement events.
• Provide onsite administrative support for executives traveling to the site, including welcoming, coordinating onsite meeting rooms, arranging catering requirements, and supporting related logistics.
• Effectively cover for other administrators’ duties as needed to ensure continuity of executive and site support.
• Work with IT, Facilities, HR, Finance, and Security as needed to support onboarding of new employees and other business activities.
• Handle sensitive information and documents confidentially.
• Coordinate legal document signature processing through electronic means, including confidential handling of all legal documents even when confidentiality is not noted on the document.
• Track project actions, timelines, deliverables, and follow-up items.
• Help leaders prioritize administrative needs and complete business activities.
• Resolve routine administrative issues and perform other administrative duties as assigned.

Qualifications

• High School Diploma, GED, or equivalent.
• Minimum of seven (7) years of related administrative experience, or an equivalent combination of education and experience.
• Experience managing calendars, travel, expenses, meetings, and administrative operations.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Preferred experience with Oracle platforms and Concur.
• Interest in learning new tools, including AI tools, and supporting implementation of process or system changes.
• Strong written and verbal communication skills.
• Strong organization skills and ability to manage multiple priorities.
• Ability to maintain confidentiality when handling sensitive information, documents, and business matters.
• Ability to use sound judgment, work independently, work with others, and proactively identify opportunities or administrative needs and take action without waiting for leader direction.