Administrative Assistant

ServiceNow•West Palm Beach, FL

2d•Remote

About The Position

We have a great opportunity for an experienced, highly-organized, detail-oriented self-starter with a personable demeanor. You are the glue that keeps our Senior Leadership together. You’re enthusiastic, flexible and a team player with strong interpersonal and communication skills who operates well in a fast paced, ever-changing environment.

Requirements

5+ years of administrative assistant experience
Proactive, one step ahead work ethic, attitude and approach
Multi-taking is not an issue for you, your able to juggle multiple calendars, teams and requests. And be flexible in response to changing priorities and needs
Ability to drive schedules and agendas with deeper understanding of context
Strong teamwork and interpersonal skills, with a desire to offer suggestions and improvements
Superior communication skills with the ability to work across all levels, internally and with agencies
High level of confidentiality, discernment and judgment
Desire to grow and take on your own projects and work under pressure while consistently meeting deadlines
You are a technical wizard with Word, Outlook, PowerPoint, Zoom, Concur, BOX

Nice To Haves

Experience in leveraging or critically thinking about how to integrate AI into work processes, decision-making, or problem-solving. This may include using AI-powered tools, automating workflows, analyzing AI-driven insights, or exploring AI's potential impact on the function or industry

Responsibilities

Calendar and Meeting management
Coordinate internal and external meetings including staff meetings, agency briefings, brown bags, virtual meetings/Zoom scheduling, off- site meetings and events, and one-on-one meetings
Assist with food orders, meeting needs, agenda support and note taking. Proactively manage calendar requests and conflicts
Meeting and interview preparation
Provide agendas, resumes and appropriate materials in a timely manner ahead of meetings and interviews
Apply discipline and rigor around meetings by ensuring agendas and clarifying context and purpose with senior leaders you support as well as participants
Work with recruiting team to provide mutually convenient times for candidates and interviewers. Ensure candidates are settled in and supported during the interview process
Handle all travel (flight, hotel, car) arrangements (domestic and international)
Expense management duties, which includes submitting expense reports and receipts in a timely manner
Provide onboarding support for new hires
Includes space, equipment requests, onboarding meeting scheduling, preparing cube space and being admin point of contact for new hire
Submit and manage all help desk support requests for Senior Directors as needed
Provide onboarding support for new vendors and agencies, ensuring they have the right access and documents/enablement required to get them up and running
Project work as needed to support each teams’ goals