Administrative Assistant

The Administrative Assistant provides high-level administrative and operational support to senior leadership, helping to ensure seamless coordination across departments and efficient day-to-day operations. This role involves managing complex travel arrangements, scheduling meetings, handling sensitive documentation, supporting internal communications, and assisting with a range of administrative tasks. The ideal candidate is highly organized, proactive, and tech-savvy, with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment.Key responsibilities: Book and manage complex travel arrangements including flights, hotels, ground transportation, and visas.Coordinate passport renewals and ensure compliance with international travel requirements.Prepare detailed itineraries, proactively anticipate travel needs, and handle last-minute changes as needed.Coordinate U.S. guest accommodations.Manage complex executive calendars, including scheduling meetings, blocking off travel and buffer periods across multiple time zones, and proactively resolving scheduling conflicts to optimize executive time.Schedule and manage cross-departmental meetings, including recurring cadence, time zone coordination, and logistical support.Prepare meeting agendas, meeting materials, and follow-up action items as needed.Support CRM management by preparing executives with relevant background and relationship history before meetings, logging customer meetings with notes and outcomes, and ensuring follow-up on key actions.Coordinate the review, signing, and tracking of legal documents, liaising with legal and executive teams to ensure timely processing.Facilitate document execution by signing or stamping on the executive’s behalf when authorized, ensuring timely completion during their absence.Arrange document mailings or shipments.Maintain accurate and up-to-date territory lists and contact databases and share updates with relevant departments to ensure accurate communication and alignment.Prepare and submit detailed and timely expense reports.Maintain the distributor pricing portal and related spreadsheets, ensuring daily/monthly/quarterly pricing updates are accurately published and accessible in a timely manner.Assist executives with basic IT troubleshooting and act as a liaison with the IT department to escalate and resolve technical issues as needed.Provide admin-level support for Microsoft Teams: create/manage channels, permissions, and teams.Manage Customer Feedback Form (CFF) data entry and ensure appropriate follow-up actions.Monitor and respond to web inquiries, providing requested information or directing them to the appropriate teams for follow-up.Provide requested documents through the document request system, ensuring accuracy and timely fulfillment of requests.General office support, including maintaining conference rooms.Arrange gifts, cards, and special acknowledgments for team members, clients, and events.Maintain records of birthdays, milestones, and holidays for appropriate planning.