Administrative Assistant

The Sr. Associate, Administrative Services – Finance and Business Operations serves as a key partner to group leaders and administrative staff, delivering high-level administrative, financial, and operational support. This proactive, detail-oriented role is responsible for executing day-to-day operational processes, managing vendor administrative workflows, supporting corporate event logistics, and maintaining seamless coordination across multiple finance and procurement systems. Working closely with internal teams and external stakeholders, the Sr. Associate translates operational needs into action to ensure business continuity, clear communication, and timely execution of key priorities.

Responsibilities

• Provide high-level administrative and operational support to Global Communications leadership and designated team members.
• Manage complex calendars, schedule internal and external meetings, and coordinate all logistics, catering, and meeting materials.
• Initiate purchase requisitions and purchase orders (POs), monitor approval status, and track invoice payments.
• Maintain financial trackers, support budget reporting activities, and resolve payment inquiries with Accounts Payable.
• Facilitate vendor setup activities, collect required documentation, maintain system records, and resolve vendor inquiries.
• Plan and execute internal/external events, workshops, and team engagement activities, managing both virtual and on-site logistics.
• Track event-related expenses, purchase orders, and vendor invoicing to keep projects aligned with designated budgets.
• Create and maintain process documentation, training job aids, and clear status reports for leadership and cross-functional teams.
• Partner collaboratively across Finance, Procurement, Accounts Payable, and external stakeholders while handling sensitive information with discretion.

Education

• Bachelor’s degree in Business Administration, Finance, Communications, or a related field (or equivalent corporate administrative experience).

Experience

• Required experience providing administrative and operational support within a corporate environment.
• Proven background supporting financial, procurement, vendor administration, or corporate event planning activities.
• Preferred 5+ years of corporate administrative experience, ideally supporting finance, operations, or communications teams in a global or matrixed organization.
• Preferred hands-on experience utilizing enterprise software and business systems such as SAP, Ariba, Concur, or ServiceNow.
• Demonstrated proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, Teams).

Additional Information

• Role Focus: Finance and Business Operations alignment within Global Communications.
• Key Competencies: Strong financial fluency, organizational precision, customer-service orientation, sound judgment, and robust problem-solving capabilities.