Administrative Assistant

About the role

The Administrative Assistant provides administrative and operational support to designated leaders and departments within the North America organization. Reporting to the Administrative Services Manager, this role plays an important part in ensuring leaders and teams are supported in an organized, responsive, and professional manner.

Responsibilities

• Provide administrative and calendar support, manage moderately complex calendars for assigned leaders, thoughtfully coordinating internal and external meetings while balancing priorities and resolving scheduling conflicts.
• Prepare and distribute meeting materials, agendas, and follow-up documentation to support effective meetings and clear communication.
• Administer travel arrangements for assigned leaders and team members, ensuring travel plans are accurate, efficient and aligned with company policies.
• Prepare detailed itineraries and provide logistical support prior to and during travel as needed.
• Prepare and submit expense reports accurately and in a timely manner, ensuring compliance with company policies.
• Track receipts and follow up proactively to help ensure timely processing and accurate reporting.
• Provide day-to-day administrative support to assigned departments, contributing to the smooth operation of business activities.
• Aid in planning and coordination of team meetings, off-sites, and department events.
• Support reporting, document preparation, and process coordination for departmental initiatives.
• Collaborate with Executive Assistants and Office Support team members to ensure seamless coverage and shared administrative support.
• Participate in special projects as assigned, adapting to shifting priorities while maintaining organization and attention to detail.
• Provide additional administrative support as needed, working closely with the Administrative team to balance workloads and ensure priorities are completed on time.
• Exercise discretion when handling sensitive information, escalating matters appropriately while maintaining professionalism and confidentiality.
• Continuously seek opportunities to improve processes and support efficiency within the team.

Requirements

• 3+ years of experience in an administrative, coordinator, or business support role within a professional office environment.
• Demonstrated experience managing calendars, coordinating travel, and preparing expense reports.
• Strong organizational skills with the ability to manage multiple priorities while maintaining attention to detail.
• Professional written and verbal communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams); comfortable learning new systems and processes.
• Ability to work independently while collaborating closely with administrative, executive support, and cross-functional teams.
• A proactive, service-minded approach, with a natural inclination to anticipate needs and take initiative.
• A high level of trustworthiness, reliability, and follow-through, with a strong sense of ownership for responsibilities and outcomes.
• Ability to adapt to changing priorities and business needs.

Qualifications

• High school diploma or equivalent required; additional business training or Associate degree preferred.