Senior Admin Assistant, ROO - Fixed Term for 12 months

Role Summary

The Administrative Specialist will provide direct and high-level support to one or more senior leaders and/or senior individual contributors. This role requires a strong sense of confidentiality, discretion, and diplomacy, particularly when managing sensitive information and implementing new processes or policies. The Administrative Specialist may guide less experienced staff and is expected to collaborate seamlessly with colleagues to ensure consistent support and coverage across the team.

Key Responsibilities

• Manage a variety of moderately complex and confidential administrative tasks that require a good understanding of organizational policies and procedures.
• Screen and respond to calls and visitors, handling routine as well as more intricate inquiries with professionalism and efficiency.
• Schedule and maintain calendars for appointments, meetings, and travel, often anticipating the needs of the leaders they support and addressing issues proactively. Coordinate meetings with cross-functional teams across multiple time zones to facilitate the smooth completion of daily tasks.
• Support the planning and execution of meetings, seminars, workshops, and conferences, including coordinating logistics, preparing materials, liaising with participants and vendors, and managing all details to ensure successful execution.
• Assist with special projects and provide support across multiple teams, including participating in specific workstreams as needed.
• Conduct research, compile and analyze data, and summarize findings for reports and correspondence on behalf of senior leaders.
• Keep databases and share sites current, ensuring data accuracy and timely dissemination of information.
• Coordinate executive meetings by managing all logistics (such as reserving locations, arranging catering, and handling security), collecting and organizing meeting materials, preparing agendas, recording meeting minutes, and tracking attendance.
• Prepare various correspondences, memoranda, reports, and manage documentation such as expenses and vouchers. May be responsible for recording and distributing meeting minutes and handle general filing duties.
• Deliver comprehensive onboarding support for hiring managers, candidates, and new hires—scheduling interviews, arranging introductions with team members, securing workspace and equipment, and processing access requests.
• Organize and provide logistical support for department-wide events including all-hands meetings, year-end celebrations, retirements, and milestone recognitions.
• Provide advanced troubleshooting and user support for TRP systems, escalating technical issues as needed and following up to ensure resolution.
• Maintain and update comprehensive documentation of procedures, workflows, and system changes, ensuring accessibility and transparency for team members.
• Monitor and track progress of ongoing projects and initiatives, providing regular status updates to stakeholders and identifying potential risks or delays.
• Train and mentor junior administrative staff and new team members on TRP systems, best practices, and operational protocols.
• Identify opportunities for process optimization and recommend enhancements to increase efficiency and effectiveness within administrative operations.
• Proactively anticipate administrative and operational challenges, taking initiative to develop solutions and prevent disruptions.
• Facilitate knowledge sharing and foster a collaborative environment across global teams, ensuring consistent practices and information flow.