Work Schedule: Monday – Friday, 40 hours per week (Typically 8:00 AM – 5:00 PM)
Work Arrangement: 100% Onsite

Position Summary

We are seeking an experienced Administrative Assistant II to provide high-level administrative support across multiple departments within a Technology organization. This role serves as a floater, providing coverage when other administrative professionals are out of the office or on leave.

The ideal candidate is highly organized, adaptable, and capable of managing multiple priorities while supporting leaders, project teams, and cross-functional departments. This position requires exceptional communication skills, professionalism, discretion when handling confidential information, and strong technical proficiency with Microsoft Office.

Key Responsibilities

Administrative Support

• Provide administrative support for assigned leaders, departments, and project teams.
• Manage complex calendars, schedule meetings, and coordinate appointments.
• Assist with employee onboarding activities and morale initiatives.
• Ensure continuous office coverage during business hours and support after-hours needs when required.
• Collaborate with other administrative professionals to provide backup support across departments.

Travel & Expense Management

• Coordinate domestic and international travel arrangements.
• Manage shuttle reservations and travel logistics.
• Process and reconcile expense reports using Concur.

Purchasing & Office Operations

• Initiate and manage purchase orders through PeopleSoft.
• Maintain office supply inventory and place orders as needed.
• Coordinate domestic and international shipping and receiving requests.

Event & Meeting Coordination

• Plan and coordinate department meetings, events, customer visits, and special functions.
• Partner with event planning teams to ensure successful execution of meetings and events.

Onboarding & Employee Support

• Coordinate new hire onboarding activities.
• Submit IT requests and workspace setup.
• Facilitate electronic onboarding documentation.
• Manage monthly employee access and account updates.

Reporting & Documentation

• Prepare presentations, reports, spreadsheets, graphs, and Power BI reports.
• Update and maintain SharePoint and Microsoft Teams sites.
• Support Department Archive Record Management (DARM), including audits and recordkeeping.
• Handle confidential business and personnel information with discretion.

Special Projects

• Support managers and leadership with special projects and additional administrative duties as assigned.

Qualifications

Education & Experience

• Associate degree in Business Administration preferred or
• Minimum of 3 years of related administrative experience, preferably in a corporate environment.
• Experience providing executive or departmental administrative support.

Required Skills

• Strong organizational and time management skills.
• Exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• High level of professionalism and confidentiality.
• Strong customer service and interpersonal skills.
• Self-motivated with the ability to work independently.
• Proficient in:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook