Administrative Assistant, Support Lead

Zebra Technologies•Holtsville, NY

5d•Hybrid

About The Position

Provides administrative and clerical support largely to VP level. This involves arranging complex travel itineraries including obtaining international Visas, scheduling meetings using various types of media, taking responsibility for meeting logistics, including conference facilities, refreshments, and interfacing with third party service providers, collecting data and preparing and managing reports and documents with limited direction, recording Minutes of Meetings, preparing presentations, maintaining directory of key associations published on internal website, working directly with Product Managers to maintain Customer Success Story database with weekly publications, assisting with financial and billing-related tasks while maintaining a high level of confidentiality.

Requirements

High School Diploma or GED
5+ years of experience as an Executive Administrative Assistant
Proven experience managing domestic and international travel arrangements and expense reporting
Proficiency in Microsoft 365 suite (Word, Excel, PowerPoint, and OneNote)
Ability to work a hybrid schedule (minimum of 3 days per week in-office)

Nice To Haves

Associate Degree (or Bachelor's Degree) in Business Administration, Communications, or a related field
Excellent verbal and written communication skills
Strong note-taking and meeting documentation skills
Collaborative and transparent communication style
Passion or interest in coordinating and supporting corporate social responsibility / charity initiatives

Responsibilities

Coordinates meetings by managing calendars.
Arranges and coordinates travel reservations and itineraries and prepares and reconciles expense reports and corporate cards.
Responsible for meeting planning and logistics, including booking conference rooms and facilities, coordinating IT, video-conferencing, equipment and catering interfacing with 3rd party vendors.
Assembles materials for meetings, formats Word and PowerPoint files, creates binders, and organizes electronic or paper folders as needed.
Collects data and prepares and manages reports with limited direction, including facilitating legal billing reports, managing legal billing matters, and reviewing legal invoices for billing guideline compliance.
Manages department files.
Identifies areas for improvement and recognizes, initiates and implements simple improvements of work processes.
Performs system and administrative tasks including vendor onboarding, employee onboarding/offboarding, and managing IT access requests.
Maintains a high level of confidentiality and displays considerable judgment, initiative and political sensitivity.