Administrative Assistant – Commerce Engineering

Administrative Assistant – Commerce Engineering

Requirements

• A minimum of 5 years of experience as an Executive or Administrative Assistant, with a proven track record of supporting senior-level executives.
• Strong written and verbal communication skills, with the ability to effectively manage multiple tasks and communicate across various levels of the organization.
• Proficiency in Google Workspace (Gmail, Google Calendar, Google Docs, Google Groups) and other common administrative tools.
• Exceptional organizational skills with a keen attention to detail.
• High degree of discretion, with the ability to handle confidential and sensitive information responsibly.
• Strong prioritization skills, with the ability to manage time effectively and respond swiftly to shifting priorities.
• A team player who thrives in a fast-paced, collaborative, and dynamic environment.

Responsibilities

• Maintain and manage the calendars of three Directors, ensuring alignment with their direct reports and handling complex scheduling needs.
• Schedule internal and external meetings across various time zones, optimizing time management and ensuring all logistical details are arranged effectively.
• Coordinate and organize meetings, video calls, and team events with a high degree of precision and foresight.
• Plan and arrange both domestic and international travel, ensuring all aspects are carefully organized, including transportation, lodging, and itineraries.
• Coordinate logistics for team and cross-functional offsites, working with hotels and vendors for lodging, catering, flights, A/V requirements, transportation, and team-building activities.
• Process expense reports, vendor paperwork, event contracts, and other administrative documents with accuracy and attention to detail.
• Assist in preparing presentations, organizational charts, reports, and other materials required for meetings and presentations.
• Handle special projects and ad hoc requests, such as assisting in the creation of presentations, managing spreadsheets, or helping with other administrative tasks as needed.
• Stay aligned with team priorities and proactively offer support to ensure deadlines are met.
• Display the ability to pivot to new incoming priorities with confidence, agility, and a calm demeanor.
• Communicate effectively and collaborate within the Admin Community to foster a seamless workflow.
• Exercise sound judgment when handling sensitive and confidential information.
• Act as a cultural ambassador for the team, helping to cultivate an inclusive and connected environment.
• Assist with the onboarding process for new hires, ensuring a smooth integration into the team and the broader organization.

Preferred Qualifications

No preferred qualifications provided.