Duties and Responsibilities 

• Manage complex calendars for multiple leaders, including scheduling internal and external meetings across time zones 

• Coordinate domestic and international travel arrangements, ensuring compliance with travel policies 

• Prepare and submit expense reports in a timely and accurate manner using Concur (or similar platform) 

Meeting & Event Coordination 

• Own the planning and execution of meetings ranging from small team sessions to 3–5 large-scale, cross-functional meetings annually 

• Manage logistics such as agenda development, scheduling, venue coordination, catering, and communications 

• Provide technical and on-site support, including A/V setup (Zoom, Microsoft Teams, conference room systems), presentation readiness, and troubleshooting 

• Adapt to schedule changes and manage attendee communications accordingly 

Team Engagement & Culture 

• Coordinate department-wide activities, celebrations, and offsites to foster team morale and cohesion 

• Support internal communications and drive participation in culture-building initiatives 

Invoice & Budget Support 

• Process and track vendor invoices and maintain basic budget tracking for department expenses 

• Collaborate with Finance and Procurement teams as needed 

Document & Presentation Preparation 

• Provide ad-hoc support for the creation, editing, and organization of PowerPoint presentations and Excel spreadsheets 

• Maintain shared drives and document repositories to ensure content is up to date and easy to access 

Stakeholder Coordination 

• Manage Agency Representative meetings including call scheduling, agenda prep, and ongoing coordination with both internal teams and external agency partners 

• Serve as a primary point of contact for meeting follow-up and action items 

Years Of Experience 

REQUIRED KNOWLEDGE, SKILLS or ABILITIES 

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word) and virtual collaboration tools (Zoom, Microsoft Teams, WebEx) 

• Experience with calendar and travel management tools (e.g., Outlook, Concur) 

• Strong attention to detail, organizational skills, and ability to manage multiple priorities simultaneously 

• Excellent verbal and written communication skills 

• Demonstrated ability to maintain confidentiality and professionalism in all interactions 

• Self-starter with the ability to manage tasks independently 

Travel Required 

• 5-10%