Administrative Assistant III

About the Role

The Administrative Assistant 3 is a strategic partner to senior leaders, operating with a high degree of autonomy, foresight, and business acumen. This is not simply a task-execution role - this person anticipates needs, identifies problems before they surface, and actively contributes to the effectiveness of their SVP and VP leaders. This individual thrives on feedback, handles ambiguity with composure, and brings a solutions-first mindset to every challenge.

How You'll Make an Impact

Strategic Leadership Partnership

• This person operates as a proactive extension of their leaders - thinking ahead, flagging risks, and recommending next steps rather than waiting to be directed.

Executive Anticipation & Proactive Support

• Anticipate leader needs to address issues before they arise

• Proactively identify and resolve scheduling conflicts, gaps, and inefficiencies well in advance - before leaders encounter them

• Monitor leader workloads and surface risks, capacity issues, or competing priorities with recommended solutions

• Recommend next steps, flag upcoming deadlines, and keep SVPs/VPs ahead of deliverables from the CDO/ELT

• Maintain a working knowledge of ongoing initiatives, priorities, and organizational dynamics to provide informed, contextual support

Leadership Meeting & Follow-Through

• Attend weekly leadership meetings on behalf of or alongside leaders; capture action items, decisions, and next steps

• Distribute clear, timely meeting summaries with owners and due dates; track follow-through and proactively follow up on outstanding items

• Maintain a living tracker of deliverables and commitments made by leader; surface aging items to leaders with context and recommended action

• Prepare pre-read materials, agendas, and briefings to ensure leaders enter every meeting fully prepared

Town Hall Preparation & Facilitation Support

• Lead end-to-end preparation for Town Halls, including timeline management, content coordination, and logistics

• Collaborate with communications and leadership to develop run-of-show documents, slide decks, and talking point briefs

• Coordinate AV, technology, and venue logistics; manage rehearsal scheduling and on-site facilitation support

• Capture and distribute follow-up items and Q&A responses post-event

Offsite & Event Preparation

• Own full offsite logistics including venue sourcing, travel coordination, hotel blocks, catering, and agenda management

• Prepare and distribute pre-offsite materials including agendas, pre-reads, and logistics guides for attendees

• Attend offsites (when appropriate) to provide on-site coordination, manage real-time logistics, and capture notes and next steps. Attendance will be virtual if the office has an admin onsite.

• Produce post-offsite summaries with key decisions, action items, owners, and timelines

Executive & Calendar Management

• Manage complex, high-volume calendars for SVPs and VPs with a strategic lens - prioritizing time against business objectives

• Proactively resolve scheduling conflicts and competing priorities before they reach the leader

• Coordinate all travel arrangements including flights, hotels, ground transportation, and itineraries; prepare detailed travel briefings

• Prepare and edit correspondence, presentations, reports, and executive briefings

• Maintain and organize confidential files, records, and shared drives

• Manage expense reports and reimbursements accurately and on time

• Order supplies, coordinate maintenance requests, and manage office logistics

• Screen and triage emails and communications, flagging urgent items and drafting responses on behalf of leaders when appropriate

Event Coordination

• Assist with planning and executing in-person events across Dallas, Bay Area, and Chicago hubs, including team meetings, client events, and company-wide gatherings

• Coordinate all event logistics including venue selection, catering, AV equipment, and room setup

• Manage event registration, attendee communications, and RSVPs

• Provide on-site support during events to manage real-time issues and ensure smooth execution

• Track event budgets, reconcile expenses, and provide post-event financial summaries

Additional Administrative Responsibilities

• Onboarding coordination: assist with new hire logistics including desk setup, system access requests, welcome communications, and first-week scheduling

• Vendor and contractor coordination: manage contracts, purchase orders, and invoice routing as needed

• Org communications: draft and distribute team announcements, newsletters, and updates on behalf of leaders

• Space and facilities management: coordinate office moves, seating assignments, and conference room management

• Special projects: research, compile data, and prepare summaries or recommendations for ad hoc leader requests

The ideal candidate brings experience supporting senior leaders and is known for being three steps ahead. They take direct feedback constructively, adapt quickly, and hold themselves to a high standard without being prompted.

Required Experience & Skills

• 3+ years of experience as an administrative assistant supporting director-level or above leaders

• Proven ability to manage complex, high-volume calendars and competing priorities with calm and precision

• Strong written and verbal communication skills; able to draft professional correspondence and communications independently

• Proficiency in Google Suite (Gmail, Calendar, Docs, Sheets, Slides, Drive)

• Experience tracking action items and following through with leaders and cross-functional partners

• Demonstrated ability to maintain confidentiality and handle sensitive information with the highest level of discretion

• Ability to receive and immediately integrate direct, candid feedback - tough skin is a must

• Strong business judgment and the ability to work independently with minimal supervision

Preferred Experience

• Experience supporting multiple senior leaders simultaneously

• Event planning and offsite coordination experience

• Familiarity with ELT/C-suite operating rhythms, OKRs, and business planning cycles

• Experience using project management tools (e.g., Jira, Monday.com, Workday or similar)