Lead Administrative Assistant

Shift: Monday – Friday, 8:00 AM – 5:00 PM ET

Travel: 10% (domestic only)

What you will do-

In this role, you will provide specialized and advanced administrative support, of both routine and confidential in nature, to the Vice President of HR Solutions with additional support to the Vice President of Talent Acquisition and the Vice President of HR Operations. The responsibilities require independent judgment, initiative, and executive intuition in supporting the needs of an executive and team. The Lead Administrative Assistant works closely with the functional leaders to set schedules, and manages all department leadership and team programs, department budget and headcount reconciliation, provides expert communication and editorial support and coordinates logistics for the leaders. The Lead Administrative Assistant also independently manages special projects as assigned and has exceptional office management skills.

• Manage the executive’s schedule with an eye toward strategic priorities, balancing demands while preserving focus time, preparation time, and recovery time when possible
• Support clear, timely communication by managing correspondence, drafting and editing materials when needed, and ensuring the executive has the right information at the right time
• Coordinate meetings and events, prepare agendas and background materials, and help ensure that the executive is well-prepared for engagements, conversations, and decision points
• Assist with managing small projects or initiatives, tracking follow-up actions, and helping to maintain momentum toward key objectives
• Support the executive’s relationships inside and outside the organization by maintaining contact lists, remembering key dates and preferences, and ensuring thoughtful follow-up
• Handle sensitive information with the utmost discretion and maintain organizational confidentiality in all interactions
• Plan and coordinate detailed travel arrangements, ensuring logistics are smooth and contingency plans are in place
• Anticipate challenges, troubleshoot issues, and bring forward solutions that enable smooth day-to-day operations with minimal disruption
• Look for ways to enhance administrative systems, improve workflows, and increase efficiency in support of the executive and the broader leadership team
• Serve as a reliable, steady presence who helps the executive navigate competing demands, stay connected to key priorities, and focus energy where it matters most
• Create presentations ready for executive delivery using understanding of business to compile information provided by cross functional team
• Maintains Executive(s) schedule and calendar. Schedules business meetings both inside and outside of the office via an electronic calendar. Constantly looking ahead at conflicts and planning accordingly
• Maintains communication channels and document maintenance for internal teams supported
• Lead scheduling, logistics, calendar management, expenses & travel, and execution of global calls, employee events, leadership and team meetings
• Works closely with the functional leaders to set schedules and manages all department leadership and team programs, manages department budget and headcount reconciliation

What you need-

Required:

• High School Diploma or equivalent
• 5+ years of work experience in progressively advanced administrative support; prefer experience supporting executives in a corporate global environment
• Strong written and verbal communication skills, with the ability to draft professional correspondence and synthesize complex information clearly
• Highly organized with strong attention to detail; able to manage multiple priorities calmly and effectively
• Ability to build trusted relationships across all levels of the organization and with external partners, demonstrating professionalism, discretion, and empathy
• Resourceful and proactive in finding solutions, anticipating needs, and addressing challenges before they escalate
• Comfort working within a business environment; understanding of how administrative support ties into broader company objectives and priorities
• Comfortable using a range of productivity tools and platforms (e.g., Microsoft Office, Google Workspace, calendar and collaboration tools, virtual meeting platforms)
• Proven ability to handle sensitive information with discretion, integrity, and sound judgment
• A continuous learner who seeks opportunities to improve processes, support evolving business needs, and contribute meaningfully to team success

Preferred:

• Associate or bachelor’s degree in business administration or other relevant field of study
• Significant experience supporting senior executives or leadership teams in fast-paced, dynamic global environments