Senior Administrative Assistant

Job Summary

We are looking for a proactive and detail-oriented Administrative Assistant to provide high-level administrative support to a Sr Director and their leadership team of Directors in the AEC Building Design team. This role is a key part of how we want to work as a leadership team and you will be in a position to help us shape an entire industry of designers and builders.

Required Skills

• 5-7 years of experience supporting business leaders of 150+ person organizations in a fast-paced, multinational environment
• Exceptional time management, organizational, and multitasking skills, with an understanding that this role may require a flexible schedule
• Willingness to adapt to a rapidly changing environment, new processes, and evolving responsibilities
• Proven ability to work under pressure, communicate effectively, and consistently meet deadlines
• Proficiency with Microsoft Office Suite and collaboration tools across Mac and Windows environments, including Slack, Microsoft Teams, and SharePoint
• Comfortable using and adopting AI-powered tools; highly tech-savvy
• Strong interpersonal, written, and verbal communication skills
• Willingness and ability to travel locally and internationally for events or meetings, as needed
• Discreet and experienced in handling sensitive and confidential information
• Complex calendar management and working with senior stakeholders to negotiation times/meetings
• Ability to learn quickly and work in an agile way (our work is very dynamic and technical)
• Proficient with Outlook, Teams, Microsoft office tools. Familiarity with Airtable and wiki is a bonus. Familiarity with Concur and Ariba would also be helpful

Job Responsibilities

• Manage and maintain complex calendars, resolving conflicts and aligning priorities across multiple stakeholders
• Collaborate with leadership teams to prepare agendas and meeting materials, track action items, and follow up on deliverables
• Cookordinate and manage domestic and international business travel; track expenses and submit accurate, timely expense reports
• Plan and coordinate virtual and in-person meetings and events (onsite and offsite), including preparation of materials, logistics, venues, activities, and catering
• Facilitate broad team communication by maintaining email aliases, Slack/Teams channels, and access permissions; maintain and update SharePoint or Wiki sites as needed
• Manage departmental budgets and expenses; oversee vendor contracts and ensure department invoices and bills are paid on time
• Partner with staffing and outsourcing teams to support contingent workforce requests, contracts, and compliance requirements
• Handle highly sensitive and confidential information related to employees, leaders, and company operations with discretion and integrity
• Collaborate closely with other Executive and Administrative Assistants to coordinate leadership schedules and support organization-wide meetings and events

Benefits

For information and details on employment benefits offered with this position, please visit here. Should you have any questions/concerns, please contact our HR Department via our secure website.

California Pay Equity

If you need assistance in completing this application, or during any phase of the application, interview, hiring, or employment process, whether due to a disability or otherwise, please contact our HR Department.