Job Description
The Administrative Assistant provides high-level support to three (3) Managing Directors within Integrated Marketing and Channels organization. This role requires strong organizational, communication, and problem-solving skills, along with the ability to manage confidential information and operate effectively in a fast-paced, dynamic environment.
This individual will collaborate closely with other administrative professionals within the Marketing and Product organization as well as across the broader enterprise.
Key Responsibilities (not exhaustive):
" Executive Support & Calendar Management
o Manage complex calendars, including scheduling meetings, coordinating priorities, and arranging domestic and international travel.
o Anticipate scheduling conflicts and proactively adjust to optimize executive time.
" Communication & Stakeholder Management
o Serve as a primary point of contact for internal and external stakeholders; screen calls and visitors with professionalism and discretion.
o Handle and resolve routine and sensitive inquiries independently where appropriate.
" Meeting & Event Coordination
o Coordinate meeting logistics including conference room bookings, virtual setup, materials preparation, and catering.
o Capture and distribute meeting notes, action items, and follow-ups.
" Administrative & Operational Support
o Draft, edit, and format correspondence, presentations, and reports.
o Support internal processes and contribute to improving administrative systems and team workflows.
" Financial & Systems Administration
o Prepare and submit expense reports, vouchers, and invoice approvals in a timely and accurate manner.
o Manage IT requests and other internal system needs for executives.
" Team & Culture Support
o Assist in planning and executing team events, offsites, and engagement activities.
o Support visitor management (including VIP badges and tours), and contractor ID renewals.
" Compliance & Workplace Operations
o Ensure adherence to company policies, procedures, and safety practices in all administrative processes.
Quals--
Minimum Qualifications
" High school diploma or equivalent required.
" Prior experience operating in an Executive Assistant role, (5 years direct experience, 10+ years work experience in related roles)
" Demonstrated proficiency in typing and digital system management
" Advanced skills in Microsoft Office Suite, particularly Outlook, Teams and Word, with working knowledge of Excel and PowerPoint strongly preferred.
" Strong written and verbal communication skills, with the ability to effectively interact with employees at all levels, including senior leadership and external partners.
" Proven interpersonal skills with the ability to coordinate and influence activities across teams.
" High attention to detail, ensuring accuracy in documentation, communications, and deliverables within established timelines.
" Ability to manage and coordinate multiple priorities across projects involving diverse stakeholders, including internal teams and external vendors.
" Strong organizational and prioritization skills, with the ability to work independently, manage competing demands, and operate effectively with minimal supervision.
" Demonstrated ability to establish and improve administrative processes, workflows, and office procedures.
" Internal candidates must be in good standing and performing satisfactorily in their current role.
" Where permitted by applicable law, candidates must be fully vaccinated against COVID-19 by the date of hire (applies to U.S.-based roles for external applicants).
Job Qualifications - Preferred
" Knowledge of corporate business processes and procedures such as payroll, benefits, reimbursements and expense reporting, purchasing and departmental budget is preferred.
" Aptitude to learn new and emerging systems and tools to drive efficiency and collaboration for support.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. NLB is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact HR department by sending an e-mail to notifications@nlbservices.com.