Administrative Assistant (contract)

Job Responsibilities

• Triage and manage calendars and inboxes for two senior leaders daily, resolving scheduling conflicts and protecting priorities
• Finalize agendas, pre-reads, and logistics for meetings, business reviews, and leadership connects
• Process purchase orders, track budgets, and manage expense reporting in alignment with procurement policies
• Cook up device procurement, onboarding logistics, and resource management tasks
• Plan and execute events end-to-end including vendor coordination, budget management, and logistics for town halls, milestone events, and team offsites
• Serve as the central coordination point for cross-functional requests across a global team
• Capture meeting minutes, decisions, and action items, and drive them to closure
• Maintain and update trackers, rhythm-of-business reporting, and event workback schedules
• Cook up domestic and international travel arrangements for both leaders
• Support stakeholder communications and ensure timely follow-through on all operational commitments
• Support hiring and organizational initiatives across the broader team
• Embrace and support AI-driven process improvements and operational innovation

Requirements

• 5–7 years of senior administrative or executive assistant experience supporting senior leaders or executives
• 5–7 years of project management experience in a complex, cross-functional environment
• 5–7 years of executive calendar management and scheduling experience
• Proven track record of event planning including logistics, vendor coordination, and budget management
• Experience supporting global teams and stakeholders across multiple time zones
• Experience in a high-velocity technology or IT industry environment preferred
• Change management experience preferred
• Demonstrated proficiency with Microsoft 365 tools required upon hire
• Advanced proficiency in Microsoft 365 including Outlook, Teams, Excel, PowerPoint, SharePoint, and Planner
• Exceptional executive calendar management and scheduling skills across multiple time zones
• Strong event planning capabilities spanning logistics, vendor management, and budget oversight
• Working knowledge of procurement, purchase order processes, and expense management
• Excellent written and verbal communication with demonstrated stakeholder management ability
• Sound judgment and discretion when handling sensitive and confidential information
• Highly organized, self-directed, and able to independently prioritize competing demands
• Able to support two senior leaders in parallel while maintaining consistent quality and speed
• Comfort operating in fast-paced, ambiguous environments with frequently shifting priorities
• Familiarity with global tech organization rhythms including business reviews, town halls, and bootcamps
• Quick adaptability to new collaboration tools, digital systems, and evolving processes
• Continuous improvement and process optimization mindset