Administrative Assistant

Overview

• Provide administrative and operational support to the Chief AI and Knowledge Officer (CAIKO) and the Knowledge & Innovation department.
• Manage complex executive schedules, anticipate needs, and ensure smooth day-to-day operations for the team.
• Coordinate onboarding processes for new hires, ensuring timely completion of space, supplies, and system access setup.
• Support planning and scheduling of meetings, events, and department engagements, including logistics and materials preparation.
• Handle sensitive and confidential information with discretion, maintaining professionalism and accuracy.
• Prepare detailed expense reports, organize meeting materials, and manage administrative documentation.
• Contribute to special projects and departmental initiatives as assigned, ensuring timely execution and quality results.
• Work in a hybrid environment with a professional services focus, requiring polished communication and interpersonal skills.

Key Responsibilities & Duties

• Manage the operational and administrative needs of the CAIKO’s office, ensuring smooth day-to-day operations within the team.
• Provide logistical support for meetings, including scheduling, agendas, materials, and follow-up actions.
• Track deliverables, action items, and commitments to ensure timely execution aligned with leadership priorities.
• Coordinate travel arrangements, business contact management, and broader CAIKO engagement activities.
• Prepare and review expense reports with attention to detail and accuracy.
• Assist in planning K&I events, including town halls, seasonal gatherings, and management dinners.
• Support onboarding processes for new hires, ensuring all setup activities are completed accurately and on time.
• Provide administrative support to other department leadership as needed, contributing to special projects and initiatives.

Job Requirements

• Bachelor’s degree preferred or substantial experience providing executive-level administrative support.
• 5-8 years of experience in administrative roles within corporate or professional services environments.
• Proven ability to manage sensitive and confidential information with discretion and professionalism.
• Strong written and verbal communication skills, including proofreading and stakeholder correspondence.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines effectively.
• Demonstrated ability to work independently, exercise sound judgment, and proactively resolve issues.
• Experience coordinating complex administrative processes and operational support functions.
• Comfortable multitasking in a fast-paced environment with a customer-service mindset.