Administrative Assistant, Shared Services

Job Summary

We are seeking an Administrative Assistant to provide administrative support to the Shared Services Center (SSC) leadership team. This role keeps leadership organized and prepared by assisting with presentations, reports, and meeting materials, coordinating schedules, meetings, and off-sites, and supporting special projects and administrative initiatives. The ideal candidate is organized, discreet, and proactive, and enjoys supporting a fast-paced team in a collaborative office environment.

Location

• Hybrid - 3 days in office

What Shared Services Does

A Shared Services Center (SSC) centralizes critical business processes, streamlining operations, reducing costs, and delivering consistent quality. By consolidating areas such as finance, procurement, payroll, and reporting, SSC eliminates duplication, frees time for strategic priorities, and fosters efficiency. SSC's primary functions include:

• O2C (Order-to-Cash): Manages the customer journey from order to payment, driving smoother revenue processes.
• R2R (Record-to-Report): Enables robust financial reporting and accounting.
• P2P (Procure-to-Pay): Ensures timely vendor payments and strong supplier relationships. Manages the Travel and Expense program.
• Center of Excellence: Drives innovation and continuous improvement.
• Payroll (Hire-to-Retire): Ensures accurate, compliant employee payments.

Shared Services enables companies to focus on growth and strategic goals while maintaining operational excellence.

Key Responsibilities

• Provide administrative support to SSC leadership team members (CLT).
• Create presentations, reports, meeting materials, and communications by gathering content, data, and existing decks, drafting, and working with the team on final versions.
• Review documents (PowerPoint, Word, Excel) for typos, grammar, and consistent formatting; make final corrections, save a clean version, and confirm sign-off before distribution.
• Draft and maintain project templates (timelines, tasks, owners, status, etc.) with instructions or sample entries and keep a master list of templates and decks.
• Serve as a resource for CLT leaders on travel and expense needs, including managing travel arrangements and completing expense reports.
• Assist with CLT calendar management, including scheduling and coordinating meetings, team events, off-sites, and other business activities and related logistics.
• Provide administrative support for leadership meetings including preparing agendas, taking meeting notes, tracking action items and follow-up activities as needed.
• Coordinate office catering and food service arrangements for meetings, training sessions, and employee events.
• Assist with employee and visitor office needs while promoting a welcoming and professional office environment.
• Keep records, invoices, and files organized in a shared location with clear file names and version history, in accordance with company policies.
• Perform other duties as assigned.

Education & Qualifications

• High School diploma required. Associate degree in Business Administration, Office Administration, or a related field preferred; equivalent experience may be considered.
• 3+ years of administrative, office management, executive support, or related experience.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word required.
• Demonstrated ability to work autonomously, prioritize competing tasks, and follow through without close supervision.
• Strong customer service orientation with the ability to build positive working relationships across all levels of the organization.
• Experience coordinating meetings, travel arrangements, and event logistics preferred.
• Exceptional organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information
• Strong problem-solving and critical-thinking abilities

Work Environment

• Ability to move throughout the office to support meetings, events, and facilities-related activities.
• Ability to occasionally lift and move office supplies and materials up to 25 pounds.
• Ability to sit, stand, and work at a computer for extended periods of time.