Administrative Assistant, Support Lead

Zebra Technologies Corporation; Holtsville (NY); Hybrid; USD 45,000 - 69,000; Full time

Benefits offered by this job

Hybrid work

Adaptable hours

Summer Flex Fridays

Focus Fridays

Well-being day

Job summary

Zebra Technologies Corporation in New York is seeking an experienced Executive Administrative Assistant to support a VP-level executive. You will coordinate complex travel itineraries, manage international visa arrangements, and schedule meetings using diverse media while ensuring confidentiality and accuracy.

You will also collect data, prepare reports, take minutes, prepare presentations, and assist with financial and billing-related tasks, collaborating with Product Managers and maintaining

Qualifications

• High School Diploma or GED; 5+ years as an Executive Administrative Assistant
• Proven experience managing domestic and international travel arrangements and expense reporting
• Proficiency in Microsoft 365 suite (Word, Excel, PowerPoint, and OneNote)
• Ability to work a hybrid schedule (minimum of 3 days per week in-office)
• Preferred: Associate Degree (or Bachelor's Degree) in Business Administration, Communications, or a related field
• Excellent verbal and written communication skills
• Strong note-taking and meeting documentation skills
• Collaborative and transparent communication style
• Passion or interest in coordinating and supporting corporate social responsibility / charity initiatives

Responsibilities

• Coordinates meetings by managing calendars.
• Arranges and coordinates travel reservations and itineraries and prepares and reconciles expense reports and corporate cards.
• Responsible for meeting planning and logistics, including booking conference rooms and facilities, coordinating IT, video-conferencing, equipment and catering interfacing with 3rd party vendors.
• Assembles materials for meetings, formats Word and PowerPoint files, creates binders, and organizes electronic or paper folders as needed.
• Collects data and prepares and manages reports with limited direction, including facilitating legal billing reports, managing legal billing matters, and reviewing legal invoices for billing guideline compliance.
• Manages department files.
• Identifies areas for improvement and recognizes, initiates and implements simple improvements of work processes.
• Performs system and administrative tasks including vendor onboarding, employee onboarding/offboarding, and managing IT access requests.
• Maintains a high level of confidentiality and displays considerable judgment, initiative and political sensitivity.

Skills

Administrative support

Communication

Note-taking

Confidentiality

Meeting coordination

Education

High School Diploma or GED

Associate/Bachelor preferred in Business Administration/Communications

Tools

Microsoft 365

Job description

Overview:

At Zebra, we are a community of innovators who come together to create new ways of working. United by curiosity and a culture of caring, we develop smart solutions that anticipate our customer’s and partner’s needs and solve their challenges. Being part of Zebra Nation means you are seen, heard, valued, and respected. Drawing from our unique perspectives, we collaborate to deliver on our purpose. Here you are part of a team pushing boundaries today to redefine the work of tomorrow for organizations, their employees, and those they serve. You’ll have opportunities to learn and lead in a forward-thinking environment, defining your path to a fulfilling career while channeling your skills toward causes you care about—locally and globally. Come make an impact every day at Zebra.

What We're Looking For:

Provides administrative and clerical support largely to VP level. This involves arranging complex travel itineraries including obtaining international Visas, scheduling meetings using various types of media, taking responsibility for meeting logistics, including conference facilities, refreshments, and interfacing with third party service providers, collecting data and preparing and managing reports and documents with limited direction, recording Minutes of Meetings, preparing presentations, maintaining directory of key associations published on internal website, working directly with Product Managers to maintain Customer Success Story database with weekly publications, assisting with financial and billing-related tasks while maintaining a high level of confidentiality.

Essential Duties and Responsibilities:

• Coordinates meetings by managing calendars.
• Arranges and coordinates travel reservations and itineraries and prepares and reconciles expense reports and corporate cards.
• Responsible for meeting planning and logistics, including booking conference rooms and facilities, coordinating IT, video-conferencing, equipment and catering interfacing with 3rd party vendors.
• Assembles materials for meetings, formats Word and PowerPoint files, creates binders, and organizes electronic or paper folders as needed.
• Collects data and prepares and manages reports with limited direction, including facilitating legal billing reports, managing legal billing matters, and reviewing legal invoices for billing guideline compliance.
• Manages department files.
• Identifies areas for improvement and recognizes, initiates and implements simple improvements of work processes.
• Performs system and administrative tasks including vendor onboarding, employee onboarding/offboarding, and managing IT access requests.
• Maintains a high level of confidentiality and displays considerable judgment, initiative and political sensitivity.

Qualifications:

• High School Diploma or GED 5+ years of experience as an Executive Administrative Assistant
• Proven experience managing domestic and international travel arrangements and expense reporting
• Proficiency in Microsoft 365 suite (Word, Excel, PowerPoint, and OneNote)
• Ability to work a hybrid schedule (minimum of 3 days per week in-office)
• Preferred: Associate Degree (or Bachelor's Degree) in Business Administration, Communications, or a related field
• Excellent verbal and written communication skills
• Strong note-taking and meeting documentation skills
• Collaborative and transparent communication style
• Passion or interest in coordinating and supporting corporate social responsibility / charity initiatives

Equal Opportunity Employer:

Zebra is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability and protected veteran status, or any other basis prohibited by law. If you are an individual with a disability and need assistance in applying for a position, please contact us at [e-mail]. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation at [e-mail].

Know Your Rights:

https://www.eeoc.gov/sites/default/files/2022-10/EEOC_KnowYourRights_screen_reader_10_20.pdf Conozca sus Derechos: https://www.eeoc.gov/sites/default/files/2022-10/22-088_EEOC_KnowYourRightsSp_10_20.pdf

Pay Range:

$32.88 - $49.33 Hourly

Incentive Compensation:

In addition to base pay, Zebra offers this role the opportunity to earn a performance-based annual cash incentive, at a target equal to 5% of base pay, in accordance with the terms of the applicable incentive plan.

Zebra Total Rewards:

Zebra Total Rewards includes more than just pay and is structured to meet the needs of our changing global business and evolving talent. We are committed to providing our employees with a benefits program that is comprehensive and competitive – including healthcare, wellness, inclusion networks, and continued learning and development offerings. We offer community service days, in addition to the traditional insurances, compensation, parental leave, employee assistance program and paid time off offerings depending on the country where you work. Salary offered will vary depending on your location, job-related skills, knowledge, and experience. Additionally, all Zebra roles are eligible for cash incentive programs. For example, sales roles have additional opportunity to earn substantial variable compensation tied to quota achievement. In most other roles, the Zebra annual cash incentive program links Company and individual performance together. Some roles may also be eligible for long-term incentive equity awards.

Benefits:

• hybrid work
• adaptable hours
• Summer Flex Fridays
• Focus Fridays
• annual companywide well-being day to promote revitalization and success

AI Technology Statement:

Zebra Technologies leverages AI technology to evaluate job applications using objective, job-relevant criteria. This approach enhances efficiency and promotes fairness in the hiring process. However, every decision regarding interviews and hiring is made by our dedicated team, because we believe people make the best decisions about people. For more on how we use technology in hiring and how we process applicant data, see our Zebra Privacy Policy.

Why Zebra:

Zebra provides the foundation for intelligent operations with an award-winning portfolio of connected frontline, asset visibility and automation solutions. Organizations globally across retail, manufacturing, transportation, logistics, healthcare, and other industries rely on us to deliver outcomes today while driving innovation for what's next. Together with our partners, we create new ways of working that improve productivity and empower organizations to be better every day. Learn more at zebra.com.