Executive Admin Lead – Travel, Meetings & Reports

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

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