Administrative Assistant

About Ascendion :

Ascendion is a full service digital engineering solutions company. We make and manage software platforms and products that power growth and deliver captivating experiences to consumers and employees. Our engineering, cloud, data, experience design, and talent solution capabilities accelerate transformation and impact for enterprise clients. Headquartered in New Jersey, our workforce of 6,000+ Ascenders delivers solutions from around the globe. Ascendion is built differently to engineer the next.

Ascendion | Engineering to elevate life

We have a culture built on opportunity, inclusion, and a spirit of partnership. Come, change the world with us:

• Build the coolest tech for the world's leading brands.
• Solve complex problems - and learn new skills.
• Experience the power of transforming digital engineering for Fortune 500 clients.
• Master your craft with leading training programs and hands-on experience.

Experience a community of change makers!

Join a culture of high-performing innovators with endless ideas and a passion for tech. Our culture is the fabric of our company, and it is what makes us unique and diverse. The way we share ideas, learning, experiences, successes, and joy allows everyone to be their best at Ascendion.

About the Role:

Provides comprehensive administrative support to leaders across International Retail Operations and Coffee, including calendar management, travel coordination, meeting and event planning, communications, expense reporting and day-to-day operational support. Proactively manages priorities and logistics to ensure leaders can focus on driving business results.

Job Title: Senior Administrative Assistant

Key Responsibilities:

• Provides proactive administrative support to multiple executives, managing complex calendars, priorities and logistics to maximize productivity and align with business goals.
• Serves as a key point of contact for the department, responding to inquiries, coordinating with cross-functional partners and welcoming visitors.
• Plans and coordinates meetings, including scheduling, room setup, audiovisual support, hospitality and meeting notes as needed.
• Manages domestic and international executive travel, ensuring compliance with company policies and seamless travel experiences.
• Leads onsite event planning and logistics, including venue selection, travel, lodging, agendas and supplies.
• Processes and manages executive expense reports accurately and timely.
• Anticipates changing business needs, reprioritizes independently and ensures alignment with executive and team objectives.

Purpose of the Team:

• International Retail Operations (IRO) Team

The International Retail Operations team partners with regional and cross-functional teams to drive operational excellence across licensed markets. The team provides leadership in coffeehouse standards, capability building, performance management, training and operational tools that help licensees operate great stores and deliver consistent customer and partner experiences globally.

• Coffee Team (Global Coffee)

The Coffee Team supports coffee and sourcing strategy from seed to cup. The team includes partners across Global Coffee, the Coffee Trading Company and Farmer Support Centers, working to advance coffee quality, farmer support, sustainability, innovation and coffee expertise while preserving and growing coffee heritage worldwide.

Minimum Qualifications:

• Technology - advanced knowledge of Office 365 and virtual tools.
• Adaptability - able to execute with flexibility in responding to constantly changing environment.
• Collaboration - demonstrate confidence, composure and professionalism; able to build trust with internal and external customers.
• Communication - able to communicate clearly and concisely, both verbal and written.
• Customer Service - demonstrate a positive, can-do attitude with the desire to take on additional responsibilities, consistently delivers high quality customer service to both internal and external stakeholders.
• Organization - excellent organizational skills and high level of integrity and discretion in handling confidential and sensitive information with superior attention to detail.
• Problem Solving - critical thinking and strong analytical skills; able to proactively anticipate needs and use sound judgment.
• Time Management - able to balance multiple priorities and projects in a fast-paced environment, meet deadlines and follow through on.

Years Experience:

• Progressive administrative experience. (7+ years)
• Experience managing calendars and email on MS Outlook (7+ years)
• Project or event management (7+ years)
• Fast-paced environment (7+ years)
• Domestic and international travel arrangement (7+ years)

Required Background Skills:

• Development - consistent self-driven and strong ownership of tasks and projects.
• Leadership - able to work independently, as part of a team; aptitude in identifying potential for process improvements and leading change process

Desired Qualifications:

• Business Acumen - demonstrates an aptitude for understanding the business, function and company priorities.

Disqualifiers:

• Limited experience managing complex executive calendars or supporting multiple leaders simultaneously.
• Demonstrates poor attention to detail in scheduling, logistics, travel coordination or expense management.
• Struggles to prioritize competing demands or adapt quickly when priorities change.

Location: Seattle, Washington

Salary Range:$58,000 - 64,000 Annually -Factors that may affect pay within this range may include geography/market, skills, education, experience, and other qualifications of the successful candidate.

Benefits:The Company offers the following benefits for this position, subject to applicable eligibility requirements: [medical insurance] [dental insurance] [vision insurance] [401(k) retirement plan] [long-term disability insurance] [short-term disability insurance] [5 personal days accrued each calendar year]. The paid time off benefits meet the paid sick and safe time laws that pertain to the City/ State] [10-15 days of paid vacation time] [6 paid holidays and 1 floating holiday per calendar year]

Want to change the world? Let us know

Tell us about your experiences, education, and ambitions. Bring your knowledge, unique viewpoint, and creativity to the table. Let's talk!

Preferred Skills

calender management

• administrative support
• travel coordination
• event planning
• executive support
• travel management
• meeting planning

Job details

Job ID 333188

Role Administrative Assistant

Location Seattle, Washington, US

Job type Direct Hire

Recruiter Abhivyom

Email abhivyom.soni@ascendion.com

About Ascendion

Ascendion is a full-service digital engineering solutions company. We make and manage software platforms and products that power growth and deliver captivating experiences to consumers and employees.

Our engineering, cloud, data, experience design, and talent solution capabilities accelerate transformation and impact for enterprise clients. Headquartered in New Jersey, our workforce of 6,000+ Ascenders delivers solutions from around the globe. Ascendion is built differently to engineer the next.