Lead Assoc, Administrative Services

Role Summary

Lead Associate, Administrative Services, Global Policy and Public Affairs. Serve as a strategic administrative partner to the Senior Vice President and an Executive Director within the Global Policy & public Affairs organization. Provide seamless executive support while driving operational excellence, and mentor a team of administrative assistants to uphold consistency, best practices, and a high standard of performance. This role requires anticipating needs, managing complex calendars, coordinating domestic and international travel, preparing materials for senior engagements, and supporting high-profile meetings with policymakers, industry leaders, and global stakeholders.

Responsibilities

• Time Management & Scheduling: Manage complex calendars for the Senior Vice President and Executive Director; resolve conflicts and ensure accurate, up-to-date logistics and meeting details.
• Time Management & Scheduling: Assess meeting requests for priority and urgency, aligning schedules with strategic objectives.
• Time Management & Scheduling: Coordinate and compile agendas and briefing materials from across teams to ensure leadership is fully prepared.

• Travel Coordination: Arrange domestic and international travel, including itineraries, transportation, accommodations, visas, and passport renewals to ensure seamless travel.
• Travel Coordination: Monitor and adjust travel plans as needed, updating calendars and itineraries in real time and providing proactive support.

• Administrative Support: Prepare and manage expense reports, purchase orders, and required documentation.
• Administrative Support: Perform general administrative duties, including notetaking, data entry, and document management.
• Administrative Support: Maintain accurate organizational charts and team contact lists.
• Administrative Support: Proactively relieve the SVP of delegable administrative responsibilities (e.g., Concur submissions, passport renewals, IT coordination, expense report review and approval).
• Administrative Support: Ensure non-delegable responsibilities (e.g., Workday processes, approvals, signatures) are completed accurately and on time.
• Administrative Support: Support special projects and ad hoc initiatives as needed.

• Meeting & Event Support: Prepare, print, and organize daily meeting materials for the SVP.
• Meeting & Event Support: Support the SVP in hosting senior executives and external guests in the D.C. office, including visitor registration, office access, catering, and workspace coordination.
• Meeting & Event Support: Provide on-site troubleshooting for IT issues during meetings (no dedicated on-site IT support).
• Meeting & Event Support: Manage recurring calendar series for annual GPP meetings, including: Monthly leadership team meetings; Bi-monthly leadership huddles; Quarterly GPP organization meetings; Global town halls.
• Meeting & Event Support: Partner with the Chief of Staff to plan and execute annual in-person GPP Leadership Team meetings, including venue logistics, catering, restaurant reservations and contracts, vendor coordination for learning and development activities, external speaker logistics, and selection and delivery of team gifts. Provide agile, real-time support during meetings.

• Team Coordination & Mentorship: Provide guidance and support to the administrative team, fostering collaboration, consistency, and operational efficiency.

Qualifications

• Required: At least 10 years of administrative experience.
• Required: At least 5 years supporting senior leadership roles.
• Required: Advanced proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools; ability to create executive-ready materials.
• Required: Experience scheduling complex, multi-leg domestic and international travel.
• Required: Experience working across international time zones and across cultures.
• Required: Demonstrated experience processing visa and passport applications.
• Required: SAP or equivalent ERP experience processing expense reports and basic financial tasks.
• Required: Exceptional communication skills to interact effectively with executives and internal/external stakeholders, both onsite and remotely.
• Required: Extraordinary attention to detail.
• Required: Proactive, self-directed, comfortable making decisions with incomplete information, and a well-developed sense of when to seek executive alignment.
• Required: Strong organizational skills and ability to handle and prioritize simultaneous assignments.
• Preferred: Familiarity with the expectations of high-level offices, such as CEOs or government officials.
• Preferred: Event planning experience is a plus.

Skills

• Accountability
• Adaptability
• Administrative Support
• Communication
• Communication Systems
• Cross-Team Collaboration
• Database Management
• Data Entry
• Detail-Oriented
• Document Management
• Event Planning
• Expense Tracking
• Facility Management
• Immunizations
• Interpersonal Relationships
• Microsoft Office
• Microsoft OneNote
• Microsoft Outlook
• Organizational Charts
• Process Improvements
• Processing Expense Reports
• Project Management
• Public Policies
• Purchase Order Management

Education

• Required: High School Diploma
• Preferred: Further education or relevant certifications (e.g., Certified Administrative Professional, Project Management Certification)

Additional Requirements

• Travel: 10%
• Work arrangement: Hybrid