Senior Administrative Assistant

Pay Range: $30.00hr - $35.00hr

Job Overview:

Our client is seeking a Strategic Administrative Partner to support the Wave Lead across all US sites for a major enterprise business transformation program. This role is part of the Wave Lead Team, focusing on operational excellence, team development, change management, logistics, scheduling, and strategic communication. The position requires a proactive, independent candidate available to work 8am-5pm onsite daily, handle complex calendar and travel scheduling, and assist with leadership correspondence.

Duties:

ASPIRE is an enterprise-wide business transformation program that aims to deliver best-in-suite, user-centric digital solutions that will help manage the company as efficiently as possible.

At the center of ASPIRE is the One Enterprise, representing the future of the enterprise landscape.

ASPIRE is co-creating one harmonized process house across the enterprise, with SAP S/4HANA at its core-a technology that will replace existing and soon outdated SAP local and regional systems.

By following a template approach within SAP, available to all entities around the globe, core business processes will become more integrated, simplified, harmonized, and scalable.

The organization is looking for a Strategic Administrative Partner for the deployment of ASPIRE to support the Wave Lead across all US Sites (including Indianapolis, Branchburg, Tucson, Carlsbad, Santa Clara, and Pleasanton).

This role will be part of each Wave Lead Team to ensure the right level of support is provided and aligned across waves.

As a Strategic Administrative Partner for ASPIRE, the candidate is responsible for supporting the Wave Lead in operational excellence by focusing on team development, change management, logistics and scheduling, planning, and communication.

This role is unique in that it serves to support leadership teams in ensuring that they are collectively focused on the betterment of the entire organization.

This individual will lead and collaborate as a strong architect ready to stimulate and foster an environment of innovation while supporting operational activities by promoting strong connectivity to the broader ASPIRE Project.

The Opportunity:

• Administrative Support for the Wave Lead: Provide comprehensive, proactive, and professional assistance, leadership, and guidance for organizational activities for the Wave Lead and, as applicable, Lead Team members.
• Assist with administrative activities such as travel, expenses, meetings, and calendars.
• As requested, drive leadership meetings, plan the agenda, and support the team in timely, well-informed decision-making.
• Provide guidance, operationalize, and monitor the execution of work, constantly connecting the delivery organization.
• Ensure additional templates and documentation management are in place to support the Wave Lead.
• Support activities for the wave and functional teams to meet established milestones.
• Prepare and execute a wrap-up of meetings with internal and external stakeholders (agenda, documentation, tracking of action items), and conduct independent event management for the manager or team (e.g., events, internal and external workshops).
• Project Management: Actively collaborate in organizational and group projects as project lead or project member, including project conception, implementation, and monitoring of results.
• Execute the Change Control Process for the respective areas of responsibility.
• Drive reporting activities and provide accurate status updates and progress reporting.
• Accountable for implementation and management of Status & Progress Reporting, Project Templates, and Documentation Management.
• Strategic Support: Pick up on current strategically important topics and implement them within the area of responsibility.
• Actively contribute to, drive, and implement program goals, vision, and strategy.
• Independently introduce new methodologies and tools into the management group.
• Support identified projects to ensure the successful delivery of the program.
• Serve as a communication bridge between the manager and the department to foster understanding, promote cooperation, and increase leadership team effectiveness and cohesiveness.

Candidate Profile:

• Hold an Associate or Bachelor's degree in a related field (Bachelor's degree preferred).
• 5-7 years of experience in an administrative assistant role or comparable activity.
• Experience with project management approaches, tools, and phases of the project lifecycle, including Agile.
• Strong knowledge and experience using Google Suite.
• Experience working with collaboration tools and operating within virtual teams.
• Demonstrated ability to successfully organize, coordinate, and integrate multiple streams of information and activities.

Knowledge, Skills & Attributes:

• Strong problem-solving skills with the ability to exercise Experienced judgment.
• Ability to handle highly confidential and critical information.
• Strong interpersonal and communication skills with a demonstrated ability to work within regional and organizational leadership teams.
• Strong verbal and written communication skills.
• Detail-oriented with excellent organizational and process management skills, alongside the ability to learn quickly in a fast-paced environment.
• Ability to cultivate strong and trusting relationships with executive leaders.
• Excellent time management skills with an ability to consistently execute multiple, competing activities to a high-quality conclusion.
• Willingness to learn new skills in a rapidly changing environment and build lasting business relationships.