Administrative Assistant

Ascendion is a full-service digital engineering solutions company. We make and manage software platforms and products that power growth and deliver captivating experiences to consumers and employees. Our engineering, cloud, data, experience design, and talent solution capabilities accelerate transformation and impact for enterprise clients. Headquartered in New Jersey, our workforce of 6,000+ Ascenders delivers solutions from around the globe.

We have a culture built on opportunity, inclusion, and a spirit of partnership. Come, change the world with us:

• Build the coolest tech for the world’s leading brands
• Solve complex problems - and learn new skills
• Experience the power of transforming digital engineering for Fortune 500 clients
• Master your craft with leading training programs and hands-on experience
• Experience a community of change makers!

Join a culture of high-performing innovators with endless ideas and a passion for tech. Our culture is the fabric of our company, and it is what makes us unique and diverse. The way we share ideas, learning, experiences, successes, and joy allows everyone to be their best at Ascendion.

About the role

Provides proactive administrative support to multiple executives, managing complex calendars, priorities, and logistics to maximize productivity and align with business goals. Serves as a key point of contact for the department, responding to inquiries, coordinating with cross-functional partners, and welcoming visitors.

• Plans and coordinates meetings, including scheduling, room setup, audiovisual support, hospitality, and meeting notes as needed.
• Manages domestic and international executive travel, ensuring compliance with company policies and seamless travel experiences.
• Leads onsite event planning and logistics, including venue selection, travel, lodging, agendas, and supplies.
• Processes and manages executive expense reports accurately and timely.
• Anticipates changing business needs, reprioritizes independently, and ensures alignment with executive and team objectives.

Team culture/work environment: Collaborative, fast-paced, and globally focused teams that value partnership, innovation, operational excellence, and delivering results together.

Responsibilities

• Provides comprehensive administrative support to leaders across International Retail Operations and Coffee, including calendar management, travel coordination, meeting and event planning, communications, expense reporting, and day-to-day operational support.
• Proactively manages priorities and logistics to ensure leaders can focus on driving business results.

Requirements

• High school degree
• Progressive administrative experience (7+ years)
• Experience managing calendars and email on Outlook (7+ years)
• Project or event management (7+ years)
• Experience in a fast-paced environment (7+ years)
• Domestic and international travel arrangement (7+ years)
• Advanced knowledge of Office 365 and virtual tools
• Adaptability to execute with flexibility in a constantly changing environment
• Excellent organizational skills and high level of integrity and discretion in handling confidential and sensitive information
• Critical thinking and strong analytical skills; able to proactively anticipate needs and use sound judgment
• Ability to balance multiple priorities and projects in a fast-paced environment, meet deadlines, and follow through
• Consistent self-driven development and strong ownership of tasks and projects
• Aptitude for identifying potential process improvements and leading change

Skills

• MS Suite - 7+ years
• Communication Skills (verbal and written) - 7+ years
• Attention to detail - 7+ years
• Customer service with a positive, can-do attitude
• Collaboration and professionalism in building trust with internal and external customers

Nice-to-Haves

• Business Acumen - demonstrates an aptitude for understanding the business, function, and company priorities.

Disqualifiers

• Limited experience managing complex executive calendars or supporting multiple leaders simultaneously.
• Poor attention to detail in scheduling, logistics, travel coordination, or expense management.
• Struggles to prioritize competing demands or adapt quickly when priorities change.

How success is measured

Success in this role will be measured by the ability to create a seamless and productive experience for the leaders and teams they support.

Pay

$50,000 - $60,000 Annually. Factors that may affect pay within this range may include geography/market, skills, education, experience, and other qualifications of the successful candidate.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Long-term disability insurance
• Short-term disability insurance
• 5 personal days accrued each calendar year (meets paid sick and safe time laws for the City/State)
• 10-15 days of paid vacation time
• 6 paid holidays and 1 floating holiday per calendar year