NinjaOne

Administrative Assistant, Product and Engineering

NinjaOne

full-time

Posted on:

Location Type: Hybrid

Location: Austin • Texas • United States

Visit company website

Explore more

✨ AI Apply
Apply

About the role

  • 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

  • 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
  • Medical, dental, and vision insurance
  • 401(k) plan
  • Unlimited PTO
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

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