Administrative Assistant, Support Lead

Zebra-Technologies; Holtsville (NY); Hybrid; USD 94,214,000 - 141,350,000; Full time

Benefits offered by this job

Hybrid work

Healthcare

Wellbeing day

Learning & development

Paid time off

Job summary

Zebra Technologies is seeking an Executive Administrative Assistant to provide high-level support to the VP team in a hybrid New York office. The role coordinates complex travel, prepares reports, and manages meetings, ensuring confidentiality and accuracy across documents.

The ideal candidate has 5+ years in executive support, strong MS 365 skills, and excellent verbal and written communication. This position offers healthcare, learning opportunities, and a focus on work-life balance.

Qualifications

• Provides administrative and clerical support largely to VP level, including travel itineraries and visas, meeting logistics, minutes, and reports.
• Maintains directory and prepares presentations; confidential handling of documents and data.

Responsibilities

• Coordinate meetings by managing calendars and scheduling.
• Arrange travel reservations and prepare expense reports and corporate cards.
• Plan meetings with facilities, IT, videoconferencing, catering and third-party vendors.
• Prepare materials for meetings, format Word/PowerPoint, and organize folders.
• Collect data and prepare reports, including legal billing reviews.
• Manage department files and look for process improvements.
• Assist with onboarding of staff and IT access requests; uphold confidentiality.

Skills

Meeting coordination

Note-taking

Verbal communication

Written communication

Education

High School Diploma or GED

Associate or Bachelor's in Business/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 GED5+ years of experience as an Executive Administrative AssistantProven experience managing domestic and international travel arrangements and expense reportingProficiency 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 fieldExcellent verbal and written communication skillsStrong note-taking and meeting documentation skillsCollaborative and transparent communication stylePassion or interest in coordinating and supporting corporate social responsibility / charity initiativesEqual 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] Your Rights:https://www.eeoc.gov/sites/default/files/2022-10/EEOC_KnowYourRights_screen_reader_10_20.pdfConozca sus Derechos:https://www.eeoc.gov/sites/default/files/2022-10/22-088_EEOC_KnowYourRightsSp_10_20.pdfWe 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] .Pay Range:$32.88 - $49.33 HourlyIncentive 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:We understand the importance of work-life balance and wellbeing, which is why we offer flexibility for our teams including: hybrid work, adaptable hours, Summer Flex Fridays, Focus Fridays, and an annual companywide well-being day to promote revitalization and success.Job Posting Statement:To protect candidates from falling victim to online fraudulent activity involving fake job postings and employment offers, please be aware our recruiters will always connect with you via @zebra.com email accounts. Applications are only accepted through our applicant tracking system and only accept personal identifying information through that system. Our Talent Acquisition team will not ask for you to provide personal identifying information via e-mail or outside of the system. If you are a victim of identity theft contact your local police department.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 .