Sr. Administrative Assistant

Come Join an Inclusive Team

The Sr. Administrative Assistant will support senior global leaders on the People & Culture Leadership Team. The ideal candidate will be energetic, highly motivated, and an excellent team player, and will be able to manage multiple priorities simultaneously with attention to detail. The successful candidate will have excellent organizational skills, show initiative to improve current processes and solve problems, possess an outstanding attitude and customer service focus, and have strong written and verbal communication skills. Due to the sensitivity of our work, a critical aspect of this role is maintaining confidentiality in all daily activities.

A Day in the Life

• Oversee multiple calendars and e-mail, prioritize action items, send reminders of due dates, and respond to inquiries, while proactively preparing and delivering briefings on key events, meetings, travel, and other calendar items
• Coordinate internal and external meetings, both domestically and internationally, including travel, catering set-up and reservations, hotel contracts, agenda preparation, meeting rooms, registration, meeting equipment, recreation, promotional items, billing, and management of outside vendors
• Assist in planning and execution of staff meetings including securing meeting space and guest speakers, developing invitations and communications with attendees, coordinating written materials, taking minutes from each meeting and tracking open issues/actions, etc.
• Organize periodic global calls and meetings, including setting the agenda and preparing presentations
• Coordinate and manage domestic and international travel arrangements including developing travel itineraries and securing appropriate travel visas
• Reconcile and submit monthly expense reports in accordance with policy
• Assist in preparing reports and presentations on a variety of HR-related topics. Perform data analysis of a moderately complex nature, including maintaining, manipulating, and analyzing data in various applications; verifying data accuracy; identifying and resolving data issues; and developing recommendations to remedy errors and mitigate future occurrences
• Maintain and organize data/information on SharePoint and Teams sites as needed
• Support the planning and coordination of major HR processes, programs and/or projects to ensure functional goals are completed on time and with optimum quality  
• Ensure consistency and quality of communications and presentations, publish organizational announcements to company intranet and develop communications to internal and external stakeholder groups as needed
• Assist in onboarding new team members including securing desk space, IT equipment and setup, and first day coordination
• Provide varied administrative support, including, but not limited to, maintaining files, forms, and project documentation; ordering supplies; ensuring payment of vendor invoices; and providing backup support to other HR assistants as needed
• Professionally represent People & Culture leaders and the organization to internal and external stakeholders
• Handle confidential employee, organizational, and business information appropriately and maintain discretion over confidential information and documents in all interactions, documentation, and communications
• Other duties as assigned

You Bring This Value

Education & Work Experience

• Preference for a Bachelor’s degree and 4 or more years of experience in a multinational corporation providing support to senior leaders at senior director level or above. Minimum of 8 years of experience required for non-degreed candidates.
• A minimum of 2 years working effectively in high-pressure situations while managing multiple tasks and handling confidential and sensitive information (such as financial and/or employee data)
• Excellent organizational skills, attention to detail, and sense of urgency
• Self-motivated, proactive, solution-oriented, team player

Successful Candidate must Possess

• Ability to establish trust, retain confidentiality, and use discretion when handling employee data and People & Culture business-sensitive materials
• Strong professional maturity and presence, excellent interpersonal judgment, and ability to collaborate and maintain positive relationships with employees and leaders across functions and geographic locations
• Strong technical capability in Microsoft Excel and PowerPoint is required, as well as proficiency working independently with Word, Outlook, Teams, and other Microsoft 365 tools. An understanding of SAP and SuccessFactors is preferred
• Proven ability to support multiple annual processes at the same time, manage deadlines, maintain accurate follow-up, and organize competing priorities in a fast-paced environment
• Commitment to accurate work, reliable documentation, high-quality deliverables, and dependable follow-up

Competencies