Senior Administrative Assistant – Calendar & Travel Ops

Ultimate Staffing; New York (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

Ultimate Staffing is seeking an experienced administrative professional to provide comprehensive support, including calendar management, travel coordination, and meeting logistics. The role involves drafting materials, coordinating meetings with internal and external contacts, and ensuring accurate reporting and compliance documentation.

The candidate will manage complex travel itineraries, visa needs, and expense reporting, while delivering reliable back-office support and proactive service to

Qualifications

• Strong calendar management and prioritization across executives.
• Experience coordinating travel, visas and itineraries with attention to detail.
• Proven ability to draft and format reports and presentations.

Responsibilities

• Provide full administrative support, prioritizing effectively.
• Coordinate internal and external meetings, prepare materials and escort attendees.
• Manage complex travel arrangements and related documentation.
• Maintain and update reporting requirements and compliance data.
• Process monthly multi-currency expenses using Concur or similar tool.
• Produce correspondence, reports and presentations with correct grammar.

Skills

Calendar management

Travel coordination

Meeting scheduling

Reporting and data handling

Communication with stakeholders

Office administration

Job description

Ultimate Staffing is seeking an experienced administrative professional to provide comprehensive support, including calendar management, travel coordination, and meeting logistics. The role involves drafting materials, coordinating meetings with internal and external contacts, and ensuring accurate reporting and compliance documentation.

The candidate will manage complex travel itineraries, visa needs, and expense reporting, while delivering reliable back-office support and proactive service to