Administrative Assistant - Senior

Binding Minds Inc. (Certified Disability Owned Business Enterprise); Framingham (MA); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Binding Minds Inc. is seeking an Executive Administrative Assistant to support a VP and two AVPs in Global Talent Management. This hybrid role requires in-office days aligned with the team and offers exposure to enterprise policies and confidential information.

You will coordinate calendars, travel, expense reports, and department initiatives, while mentoring other admins as needed. Strong MS Office skills and professional communication are essential to thrive in our fast-paced environment.

Qualifications

• 7+ years of administrative experience with emphasis on executive support.
• Corporate setting experience required.
• Excellent organizational skills and ability to multitask in a fast-paced environment.
• Proficient in Microsoft Office (PowerPoint, Excel, Outlook, Word).

Responsibilities

• Schedule and maintain multiple calendars and meetings.
• Support HR and Talent program processes for timely execution.
• Coordinate travel itineraries and process expenses.
• Handle confidential questions and requests with tact and diplomacy.
• Collaborate across departments to resolve issues and provide guidance.

Skills

Multitasking

Attention to detail

Strong communication

Team collaboration

Customer service

Tools

Microsoft Office Suite

Job description

The Executive Administrative Assistant will support a VP and two AVPs for Global Talent Management. This position is hybrid in office and requires office days that align with the team. This individual provides advanced administrative support requiring a broad and comprehensive knowledge of company policies, procedures, and practices. Independently ensures office systems and divisional procedures, policies and practices are administered effectively. Interfaces with a variety of internal and external Associates and customers who work on a variety of issues which require tact, diplomacy and confidentiality.

• Schedules and maintains multiple calendars of appointments and meetings
• Supports and monitors the on-going administration of HR and Talent program processes to ensure consistent and timely execution
• Coordinates travel itineraries and process expenses
• Responds to questions, requests, and research information. Interfaces with a variety of customers on issues which are complex or of a confidential nature
• Involves appropriate Associates from other departments or divisions to resolve issues.
• May provide functional guidance and training to other Associates within department and across the Corporate functions, as needed
• Analyses operating practices and creates/revises systems and procedures as necessary
• Organizes and maintains files, record keeping systems, and office layout
• Oversees and monitors administrative projects. Performs other duties as required or directed
• Organizes meetings (Catering, Booking Rooms, Follow up, etc.)
• Manage and administer department payroll and timekeeping
• Back-up Support to other Admins
• Manages and administers various documents and spreadsheets
• Acts as Proxy for certain systems as needed
• Support meetings, training and conferences with prep and logistics needs
• Plans and participates in department initiatives such as department summits, all hands meetings, leadership offsites, and team building events

Who We Are Looking For:

• 7 plus years of administrative experience; with an emphasis on executive administrative experience
• Administrative experience in a corporate setting required
• Superior organizational and administrative skills and the ability to multitask and maintain strong attention to detail in a fast-paced environment
• Strong Microsoft Office experience required, specifically PowerPoint, Excel, Outlook, and Word
• Excellent communication manner, solid written and verbal communication skills and be customer service oriented
• Able to effectively manage confidential and sensitive information
• Must thrive in a very busy atmosphere
• Proven success of juggling many things at one time and ability to shift gears and prioritize
• Willingness to learn, take direction well and be a team player
• Interest in Human Resources is a plus
• Ability to focus and get the job done while avoiding distractions
• Former experience scheduling meetings, managing multiple calendars, arranging travel schedules and processing expenses critical
• Strong ability to build relationships and collaborate with team members and other admins
• Great at being resourceful and leveraging relationships to problem solve