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Administrative Assistant

2 months ago

Boston, United States VanderHouwen Full time

Our client is seeking a Senior Administrative Assistant with a proven ability to support senior leadership in a dynamic and fast-paced environment. This role requires a highly organized individual who can manage complex schedules, coordinate events, and provide high-level administrative support to senior leaders in Global Sourcing and Technology.


This role is a hybrid model in Boston, Massachusetts.


Senior Administrative Assistant Responsibilities

  • Proactively manage multiple senior leaders' calendars, including scheduling international meetings, room bookings, and resolving conflicts.
  • Plan and execute team meetings and large-scale events, managing venue selection, catering, expense tracking, and communication.
  • Draft, edit, and send communications on behalf of senior leaders, ensuring stakeholder involvement and approval.
  • Handle domestic and international travel, including trip approvals, booking, visa processing, and profile maintenance.
  • Track and submit expense reports while ensuring policy compliance within the team.
  • Facilitate smooth onboarding and off-boarding processes, including equipment procurement, space planning, and scheduling.
  • Create and edit high-quality PowerPoint or Keynote presentations.
  • Maintain and update organizational charts as needed.
  • Assist in tracking budgets and other financial activities.
  • Provide administrative support for team plans, projects, and other deliverables.
  • Act as the go-to person for administrative queries from the team and provide temporary coverage for other leaders as needed.


Senior Administrative Assistant Qualifications

  • High school diploma or equivalent required.
  • Minimum of 3 years of experience providing administrative support to senior leadership in a large organization.
  • Proficiency in managing complex calendars, scheduling international meetings across time zones, and coordinating large-scale events.
  • Strong experience in working with outside vendors for event management.


Ideal Candidate Skills:

  • Experience navigating matrixed organizations.
  • Familiarity with Microsoft Suite, Slack, Concur, Box, and Zoom.


Key Competencies:

  • Strong written and verbal communication skills, with the ability to interact with senior executives and diverse personalities.
  • Ability to thrive in a fast-paced, results-oriented environment, handling confidential and sensitive information with discretion.
  • Initiative-taking and problem-solving attitude, particularly in connecting with others to facilitate solutions.
  • Flexibility to occasionally work outside of core business hours.