Administrative Assistant III (Global Sourcing & Procurement)

Key Responsibilities

• Manage highly complex and dynamic calendars for three Vice Presidents across multiple time zones (US, Canada, Europe, and beyond)
• Coordinate domestic and international travel, including itineraries, logistics, and expense processing
• Serve as a primary point of contact, handling sensitive and confidential information with professionalism and discretion
• Adapt to varying leadership styles and priorities while maintaining alignment and efficiency
• Plan and execute meetings across global regions (US, Canada, Europe, Australia, India), including:
  • Scheduling and calendar coordination
  • Room booking and catering
  • Leadership meetings, offsites, trainings, and conferences
• Support leadership forums and global management team meetings with agendas, materials and logistics
• Take meeting notes and ensure follow-up actions are tracked and communicated
• Communicate critical information across departments to ensure clarity, alignment, and timely decision-making
• Partner with other administrative professionals and cross-functional teams to coordinate complex scheduling and initiatives
• Build strong relationships across all levels of the organization and act as a collaborative team player
• Organize and maintain files, department resources, organizational charts, and internal tools
• Manage department logistics including floor plans, equipment, and supply coordination
• Support onboarding of new associates and respond to general inquiries
• Act as proxy for systems and assist with administrative processes as needed
• Oversee and support administrative and departmental projects
• Create and update PowerPoint presentations, Excel spreadsheets, and Word documents
• Aid in data gathering, reporting, and analysis to support business needs
• Contribute to department initiatives, including leadership meetings and team activities

Qualifications & Experience

• Experience: 5+ years of administrative experience in a corporate environment
• Proven experience supporting senior leaders with complex calendar management, travel coordination, and expense processing
• Exceptional organizational and multitasking abilities with strong attention to detail
• Advanced Microsoft Office skills (PowerPoint, Excel, Outlook, Word; familiarity with Copilot is a plus)
• Strong written and verbal communication skills with a customer-service mindset
• Ability to manage confidential information with discretion
• Demonstrated ability to work independently and exercise sound judgment
• High emotional intelligence and ability to adapt to different working styles
• Strong problem-solving skills and resourcefulness
• Experience supporting global teams across multiple regions
• Familiarity with expense processes and tracking
• Understanding of change management principles