Executive Admin & Travel Logistics Lead

Zebra Technologies; Holtsville (NY); Hybrid; USD 44,000 - 68,000; Full time

Benefits offered by this job

Healthcare

Paid time off

Hybrid work

Well-being day

Summer Fridays

Job summary

Zebra Technologies is seeking an experienced Executive Administrative Assistant to support its VP-level executives in a dynamic corporate environment. You will coordinate complex travel, prepare documents, manage calendars, and ensure confidential handling of sensitive information.

The role requires strongMicrosoft 365 skills, top-notch organization, and a proven track record in handling domestic and international travel and expense reporting.

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)

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

Travel planning

Meeting coordination

Microsoft 365 proficiency

Hybrid work readiness

Education

Associate Degree in Business Administration or related field

Bachelor's Degree in Business Administration or related field

Tools

Microsoft Word

Excel

PowerPoint

OneNote

Job description

Zebra Technologies is seeking an experienced Executive Administrative Assistant to support its VP-level executives in a dynamic corporate environment. You will coordinate complex travel, prepare documents, manage calendars, and ensure confidential handling of sensitive information.

The role requires strongMicrosoft 365 skills, top-notch organization, and a proven track record in handling domestic and international travel and expense reporting.