Administrative Assistant, Product and Engineering

NinjaOne

Administrative Assistant supporting Directors and VPs in Engineering and Product teams at NinjaOne. Streamlining operations and improving team efficiencies for software development.

Posted 4/20/2026full-timeAustin • Texas • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Manage complex calendars for Directors, VPs, and Managers across Engineering and Product, prioritizing effectively and resolving conflicts
Protect leadership time by aligning schedules to key priorities and ensuring focus time is preserved
Ensure leaders are prepared for meetings with the right context, materials, and timing
Coordinate end-to-end travel, including flights and accommodations
Build clear, detailed itineraries and ensure logistics are seamless and well-communicated
Adjust travel plans as needed to accommodate changing schedules
Track action items and follow up with stakeholders to keep team and cross-functional workstreams on track
Support coordination across teams, ensuring alignment and clear communication
Capture and organize meeting notes, highlighting key takeaways and next steps
Maintain team documentation and shared resources to support day-to-day operations
Plan and execute team offsites and small-scale events end to end, including logistics, scheduling, building agendas, and onsite coordination
Maintain and update operational trackers, dashboards, and team systems
Identify opportunities to streamline administrative workflows and improve efficiency
Standardize processes to bring consistency across leaders and teams
Build familiarity with Engineering and Product workflows to better anticipate needs

Requirements

What you’ll need

3–5 years of experience in an administrative, operations, or team support role, ideally supporting multiple stakeholders
Highly organized with strong attention to detail and a track record of reliable execution
Proactive and responsive—you follow through and ensure nothing falls through the cracks
Comfortable managing competing priorities and adapting in a fast-paced environment
Clear communicator with strong interpersonal skills and the ability to work across teams and levels
Experience coordinating travel, managing calendars, and supporting team operations
Experience planning and executing team events or offsites
Familiarity with tools like Confluence, Airbase, Navan, and Slack
Willing and able to travel ~10% for team offsites and events
Experience supporting Engineering or Product teams is a plus, but not required.

Benefits

Comp & perks

Medical, dental, and vision insurance
401(k) plan
Unlimited PTO

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

calendar managementtravel coordinationevent planningadministrative workflowsdocumentation managementlogistics coordinationaction item trackingprocess standardizationteam supportstakeholder management

Soft Skills

organizational skillsattention to detailproactive communicationadaptabilityinterpersonal skillsclear communicationreliable executionprioritizationteam collaborationproblem-solving