Administrative Assistant 3

Administrative Assistant 3

Job Summary : Talent Software Services is in search of an Administrative Assistant for a contract position in Redmond, WA. The opportunity will be for eight months with a strong chance for a long-term extension.

Primary Responsibilities / Accountabilities :

The team supports enablement and operations, owning the end-to-end process for trainings, certifications, and learning initiatives within and outside the company. The team comprises engineers, project managers, and product designers.

This role involves supporting three directors with calendaring. You will assist an engineering director and provide team support for engineers handling class coding. Additionally, you'll support a director leading the publishing team and another in the product and design team. Domestic travel and expense support are minimal, accounting for about 10% of the year. Directors travel together twice a year domestically.

75% Calendaring : Manage five calendars regularly, including two team ROB calendars. Provide out-of-office support for the sponsor, managing up to seven calendars.

5% Expenses and Travel Support : Minimal expenses.

5% Ad Hoc Support : Includes onboarding and offboarding, updating distribution lists, document ownership, and calendar invites for a 130-person team. Cover the sponsor when out of office. Potential 5% time spent on morale events with simple tasks like catering.

Manage three director calendars with international teams, ensuring accuracy, timeliness, conflict resolution, and alignment with leaders' priorities.

Plan and coordinate travel itineraries.

Ensure timely and accurate reconciliation of expenses.

Provide coordination and logistical support for onsite and offsite meetings / events, including townhalls, morale events, team training, and leadership offsites.

Oversee team headcount process, maintain organization employee data, and manage distribution and security group ownership.

Provide team support, including space management, office moves, new hire setup and onboarding, and procurement of equipment and supplies. Handle offboarding for exiting employees.

Work effectively with a global team, demonstrating cultural awareness.

Maintain a professional approach to handling highly sensitive and confidential information.

Ensure compliance with administrative operations policies and procedures.

Support coordination with the GM's Executive Business Administrator for team meetings, ROB, and morale events. Cover the GM's calendar and team ROB when the EBA is out of office.

Maintain Teams, distribution lists, SharePoint sites, and other team tools as needed for members and communications.

Handle special projects as assigned.

Qualifications :

Proficiency with productivity software, including Word, Outlook, PowerPoint, Teams, and Excel.

2 years of administrative, business support, and / or customer service experience.

Outstanding communication skills in written and verbal forms.

Effective organizational and interpersonal skills.

Ability to work well under pressure.

Ability to prioritize work, complete projects on time, demonstrate drive and initiative, and maintain confidentiality of information. A self-starter, able to work and problem-solve independently.

High school diploma or equivalent.

Minimum 3 years of experience with calendaring for multiple complex calendars in Outlook.

Minimum 3 years of experience with travel and expense submissions / reports.

Minimum 3 years of experience with team support, such as updating distribution lists and document ownership.

Years of Experience Required : 5-7 years of experience in the field.

No degree required, but prior experience in a similar environment is advantageous.

An ideal candidate has significant administrative experience, particularly in managing multiple calendars for enterprise tech leaders. Proficiency in Outlook, Word, Excel, and PowerPoint is a plus.

Preferred :

Knowledge of internal applications, including Employee Central, HR Insights, MyExpense, MyOrder, ProcureWeb, MSInvoice, COR, Cytric Travel, IDWeb, and Eventions.

3 years of experience as a Business Administrator, managing three calendars.

Associate's / Bachelor's Degree in Business, Finance, Marketing, Human Resources, Communications, or equivalent experience.

5 years of experience as a Business Administrator.

Experience with new Outlook.

If this job is a match for your background, we would be honoured to receive your application!

Providing consulting opportunities to TALENTed people since 1987, we offer a host of opportunities, including contract, contract to hire, and permanent placement. Let's talk!