Administrative Assistant, Support Lead

About the role

At Zebra, we are a community of innovators who come together to create new ways of working. United by curiosity and a culture of caring, we develop smart solutions that anticipate our customer’s and partner’s needs and solve their challenges. Being part of Zebra Nation means you are seen, heard, valued, and respected. Drawing from our unique perspectives, we collaborate to deliver on our purpose. Here you are part of a team pushing boundaries today to redefine the work of tomorrow for organizations, their employees, and those they serve. You’ll have opportunities to learn and lead in a forward-thinking environment, defining your path to a fulfilling career while channeling your skills toward causes you care about—locally and globally. Come make an impact every day at Zebra.

Responsibilities

• Provides administrative and clerical support largely to VP level.
• Arranges complex travel itineraries including obtaining international visas.
• Schedules meetings using various types of media.
• Takes responsibility for meeting logistics, including conference facilities, refreshments, and interfacing with third‑party service providers.
• Collects data and prepares and manages reports and documents with limited direction.
• Records minutes of meetings.
• Prepares presentations.
• Maintains directory of key associations published on the internal website.
• Works directly with Product Managers to maintain Customer Success Story database with weekly publications.
• Assists with financial and billing‑related tasks while maintaining a high level of confidentiality.
• Coordinates meetings by managing calendars.
• Arranges and coordinates travel reservations and itineraries and prepares and reconciles expense reports and corporate cards.
• Responsible for meeting planning and logistics, including booking conference rooms and facilities, coordinating IT, video‑conferencing, equipment and catering interfacing with 3rd‑party vendors.
• Assembles materials for meetings, formats Word and PowerPoint files, creates binders, and organizes electronic or paper folders as needed.
• Collects data and prepares and manages reports with limited direction, including facilitating legal billing reports, managing legal billing matters, and reviewing legal invoices for billing guideline compliance.
• Manages department files.
• Identifies areas for improvement and recognizes, initiates and implements simple improvements of work processes.
• Performs system and administrative tasks including vendor onboarding, employee onboarding/offboarding, and managing IT access requests.
• Maintains a high level of confidentiality and displays considerable judgment, initiative and political sensitivity.

Qualifications

• High School Diploma or GED
• 5+ years of experience as an Executive Administrative Assistant
• Proven experience managing domestic and international travel arrangements and expense reporting
• Proficiency in Microsoft 365 suite (Word, Excel, PowerPoint, and OneNote)
• Ability to work a hybrid schedule (minimum of 3 days per week in‑office)
• Associate Degree (or Bachelor's Degree) in Business Administration, Communications, or a related field (preferred)
• Excellent verbal and written communication skills
• Strong note‑taking and meeting documentation skills
• Collaborative and transparent communication style
• Passion or interest in coordinating and supporting corporate social responsibility / charity initiatives

Benefits

• Hybrid work, adaptable hours, Summer Flex Fridays, Focus Fridays, and an annual companywide well‑being day to promote revitalization and success.
• Comprehensive and competitive benefits program including healthcare, wellness, inclusion networks, and continued learning and development offerings.
• Community service days.
• Traditional insurances, compensation, parental leave, employee assistance program, and paid time off (varies by country).

Pay

Pay range: $32.88 – $49.33 hourly. In addition to base pay, Zebra offers this role the opportunity to earn a performance‑based annual cash incentive, at a target equal to 5% of base pay, in accordance with the terms of the applicable incentive plan.

Schedule

Ability to work a hybrid schedule (minimum of 3 days per week in‑office).