Job Description

Scheduling & Calendar Management

• Manage complex, high-volume calendars for senior leaders, ensuring effective meeting prioritization.
• Liaise professionally with internal stakeholders and external contacts to coordinate meetings via phone and email.

Meeting & Event Coordination

• Organize logistics for both routine and high-level meetings or events, including agenda preparation, note-taking, and material distribution.
• Oversee setup for in-person and remote meetings (Zoom or similar platforms), including technology, room arrangements, and catering.
• Facilitate travel planning, including booking accommodations and transportation, and processing related reimbursements or honoraria.

Documentation & Process Support

• Prepare and track expense reports, documentation, and administrative filings.
• Support invoice processing, subscriptions, and other financial documentation tied to departmental operations.
• Maintain and update organized filing systems, templates, shared trackers, and internal records.

Team & Onboarding Support

• Coordinate new hire orientation logistics in partnership with department leads.
• Assist visiting team members and senior leaders by managing schedules, office access, and on-site logistics.
• Provide cross-functional administrative support, working closely with other admin professionals across departments.

General Office & Operational Tasks

• Ensure smooth execution of onsite meetings, including guest reception, visitor registration, and catering arrangements.
• Contribute to a collaborative team environment by maintaining strong working relationships with peers in administrative roles.

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