Job Description

As an Administrative Assistant , you will provide dedicated support to a leadership team of eight executives, ensuring seamless coordination across multiple departments. Your ability to dynamically adapt, collaborate across teams, and manage executive priorities will be essential to driving efficiency and productivity. This role requires exceptional organizational skills, a proactive mindset, and the ability to manage complex schedules, meetings, and projects on an international scale.

How You’ll Make an Impact – Key Responsibilities:

• Provide high-level administrative support to the global team, ensuring smooth day-to-day operations.
• Coordinate international meeting logistics, including agendas, participants, locations, and invitations.
• Own and execute event planning for leadership meetings, including venue reservations, team-building activities, and corporate engagements.
• Manage executive schedules, proactively identifying and resolving conflicts.
• Arrange complex international travel itineraries, securing flights, accommodations, and dining reservations.
• Prepare meeting materials and presentations for internal and external stakeholders.
• Support leadership teams across different time zones, collaborating closely with administrative staff in multiple locations.
• Assist senior executives with expense report submissions and approvals.
• Maintain organizational charts, directories, email groups, and the team’s SharePoint page.
• Lead small-scale internal projects and special assignments to enhance team efficiency.
• Serve as the Culture Hub Orlando Site Lead, fostering engagement and inclusivity for a globally diverse team.

What You’ll Bring:

• Bachelor’s degree or equivalent experience.
• 5+ years of experience supporting executives, collaborating with cross-functional leadership teams.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint, SharePoint).
• Strong organizational, project management, and communication skills.
• Ability to adapt quickly to new software tools
• A proactive and results-oriented approach with the ability to multitask and prioritize under pressure.
• Experience managing social media and LinkedIn content for professional engagement.
• Familiarity with AI & CoPilot tools to optimize workflow and efficiency.

Key Soft Skills for Success:

• Strong relationship-building and interpersonal skills.
• Ability to navigate cultural awareness in a multinational environment.
• Resourceful, solution-driven mindset with critical thinking abilities.
• Time management expertise, ensuring efficient prioritization and organization.
• High level of discretion, confidentiality, and trustworthiness in handling sensitive information.
• Collaboration and adaptability to support evolving team needs.
• Positive attitude and resilience in a fast-paced, dynamic setting.

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