Administrative Assistant II Enterprise Data, Analytics & AI

Requirements

• Demonstrated ability to provide proactive, high-judgment administrative support to senior leaders in a fast-paced, evolving environment.
• Strong organizational and prioritization skills with the ability to manage multiple workstreams and competing priorities simultaneously.
• Proven initiative and adaptability; anticipates needs, identifies gaps, and develops solutions without waiting for direction.
• Sound problem-solving and decision-making skills, particularly in ambiguous or time-sensitive situations.
• Excellent written and verbal communication skills; communicates clearly, professionally, and proactively.
• High level of discretion and professionalism when handling confidential and sensitive information.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, and Excel; ability to learn and adapt to new systems and tools quickly.
• Strong interpersonal and collaboration skills; approachable, customer-focused, and effective in highly interactive roles.
• Results-oriented mindset with a focus on continuous improvement, operational efficiency, and positive team impact.
• Demonstrated reliability, accountability, and pride in producing accurate, high-quality work.
• Adaptability & initiative, teamwork & collaboration, technical & operational expertise, and strong work habits.

Responsibilities

• Provides proactive administrative support to Vice Presidents and senior leaders, including complex calendar management, inbox triage, prioritization, and correspondence on behalf of leaders.
• Anticipates leader needs by flagging priorities, tracking deliverables, and preparing leaders for upcoming meetings and deadlines.
• Exercises independent judgment to manage competing requests, recommend alternatives, and protect leaders' time and focus.
• Coordinates leadership meetings, town halls, and key team forums, including agendas, materials, meeting logistics, technology, and follow-up.
• Manages meeting rooms, vendor coordination, catering, and guest registrations for department events.
• Develops and maintains systems to track recurring meetings, action items, and outcomes.
• Manages domestic and international travel logistics, evaluating options and making cost-effective, practical decisions.
• Processes and reconciles expense reports, invoices, and purchasing requests; conducts research and follow-up to resolve issues.
• Supports operational needs such as budget tracking, asset management, and administrative reporting.
• Identifies inefficiencies or recurring challenges and develops tools, trackers, or processes to improve department operations.
• Leads or supports administrative projects such as onboarding materials, SharePoint organization, and workflow documentation.
• Creates spreadsheets, trackers, and simple databases to improve visibility, accuracy, and efficiency.
• Supports onboarding for new leaders and team members by preparing checklists, coordinating access, and guiding associates to resources.
• Serves as a knowledgeable point of contact for policies, procedures, and internal navigation, connecting stakeholders to appropriate partners when needed.
• Participates in and supports engagement, culture, and organizational initiatives across Enterprise Data, Analytics & AI.

Skills