Lead Administrative Assistant

About the role

The Lead Administrative Assistant supports the SVP, Engineering, Insurance & Operations and their leadership team. The role requires a high level of professionalism, confidentiality, and excellent communication skills.

Responsibilities

• Manage incoming requests from internal and external stakeholders
• Maintain executive calendars and coordinate complex scheduling
• Organize priorities, prepare meeting agendas, manage action items, and coordinate pre-read materials
• Support leadership operating rhythms, including staff meetings, business reviews, talent discussions, town halls, and organizational communications
• Cook up meetings and events; schedule and manage logistics for leadership meetings, offsite events, workshops, and team engagement activities
• Coordinate cross-functional initiatives and ensure timely follow-up on key commitments
• Aid in the preparation of executive presentations, communications, reports, and other materials for senior leadership audiences
• Track organizational priorities, key deliverables, and executive action items to help drive accountability and execution
• Identify and implement administrative and operational process improvements that increase efficiency and effectiveness across the organization
• Manage purchase requisitions, purchase orders, invoices, subscriptions, professional memberships, and other administrative processes
• Coordinate and schedule travel arrangements including airfare, hotel accommodations, and itineraries
• Absorb onboarding new associates and contractors, including technology access, workspace coordination, and orientation activities
• Organize and maintain departmental records, documentation, organizational charts, leader materials, and operating procedures
• Work closely with other Administrative Assistants and Executive Assistants to provide back-up support and ensure seamless leadership coverage
• Exhibit superior customer service by responding to emails, requests, and inquiries promptly and professionally
• Complete special projects and assignments as requested

Requirements

High School Diploma required; Associate's or Bachelor's degree preferred. Minimum of 10 years of senior-level administrative or executive support experience in a fast-paced corporate environment. Demonstrated experience supporting senior leaders and their teams. Exceptional communication skills, executive presence, and a proactive approach to written and verbal communications. Demonstrated ability to manage highly sensitive and confidential information with professionalism and discretion. Exceptional organizational, project management, prioritization, and follow-through skills. Strong judgment and decision-making skills, including the ability to anticipate needs and proactively resolve issues. Strong proficiency in PowerPoint, Excel, Word, Outlook, Teams, and other Microsoft Office applications. Ability to work independently while building effective partnerships across leadership teams and support functions. Proven problem-solving skills and a continuous improvement mindset. Experience supporting organizational communications, leadership meetings, employee engagement activities, and large-scale team events. Willingness to travel occasionally in support of the executive and business needs.