Office Administrator D (contract)

Position Responsibilities

• Manage complex, multi-time-zone calendars for the Vice President and select team members, including scheduling, prioritization, conflicts resolution, and routine calendar maintenance.
• Cover all aspects of domestic and international travel: itineraries, bookings, visas, ground transport, accommodations, meeting logistics, and pre-travel briefing materials.
• Prepare, submit, and reconcile travel expenses using `Concur` in accordance with corporate policy; follow up on outstanding reimbursements and audit requests.
• Plan and facilitate executive-level visits, including senior executive briefings, government delegations, and customer engagements: Venue selection and logistics, Agenda development and distribution, Coordination with security, facilities, and catering, On-site support and point-of-contact during visits.
• Serve as a primary organizer for internal and external meetings, workshops, and virtual events using `Microsoft Teams`: Schedule meetings across multiple time zones and regions, Prepare materials, manage participant lists, and ensure proper meeting setup and recording as needed.
• Draft, proofread, and format correspondence, presentations, briefings, and reports for executive review.
• Maintain confidential files, contact lists, and key documents; ensure secure handling and retention per policy.
• Act as a liaison between the VP’s office and internal/external stakeholders, routing requests, escalating issues, and tracking follow-ups to resolution.
• Support team project logistics and administrative tasks, including expense and invoice coordination, purchase requests, and vendor communications.
• Track and manage deadlines, action items, and deliverables from meetings and executive engagements; proactively remind and escalate as needed.
• Contribute to process improvement of administrative workflows and tools to increase efficiency and consistency across the office.

Required Skills

• 5+ years of executive support or senior administrative experience supporting C-level or VP-level leaders (or equivalent).
• Demonstrated experience coordinating senior executive, government, and customer visits and events.
• Proven ability to manage complex, multi-person calendars across multiple time zones.
• Experience with travel management and expense reporting systems, specifically `Concur`.
• Proficiency with `Microsoft Teams` and the Microsoft 365 suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational skills with excellent attention to detail and accuracy.
• Exceptional written and verbal communication skills; professional demeanor for interfacing with senior leaders and external stakeholders.
• High level of discretion and experience handling sensitive and confidential information.
• Ability to prioritize competing demands, work independently, and exercise sound judgment in a fast-paced environment.
• Flexibility to work occasional early mornings, evenings, or weekend hours to accommodate global time zones and high-priority events.
• Authorization to work in the U.S. and ability to commute to Renton, WA as required.