Administrative Assistant

• Provide administrative support to our CEO and our executive team (7)
• Manage executive calendars by scheduling calls, travel, meetings, and coordinate all related arrangements
• Handle coordination and management of executive travel, group logistics, meetings and interviews
• Prepare and coordinate executive correspondence and mailings
• Use G-Suite and MS Word, PowerPoint, and Excel skills to develop documents, presentations, and reports
• Review and process all executives’ expense reports for payment in Expensify
• Supply administrative and meeting support as requested by the executive team
• Manage all office mail: sorting, opening and distributing, scanning, filing, etc. in coordination with the People Team
• Manage ordering of all office supplies, kitchen snacks, and any miscellaneous orders
• Design, manage, communicate and oversee implementation of office operations, policies, and procedures
• Evolve and improve the operational efficiency of systems and processes impacting office operations in partnership with the People Team
• Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional, and office equipment
• Liaise with all building staff and external contractors; including planning, coordinating, and managing onsite requirements
• Interface effectively with building and facilities, coordinate office maintenance, and drive issues to resolution
• Provide event support and planning, including retreats, meetings, and staff events. This includes logistical research and planning and day-of support
• Develop and maintain virtual files and organizational systems as needed or requested
• Schedule conference rooms, resolving conference room scheduling and technology issues for team
• Assist with office needs, acquiring new and disposing of old furnishings, and upkeep as needed or requested. Assist with onsite storage maintenance and upkeep. Work with vendors to direct completion of requests and maintenance needs
• Participate as needed in special projects and events
• Perform other duties as assigned

Executive Assistant / Office Manager

• performs any combination of basic clerical and administrative support tasks
• answering phones, conveying messages, opening and routing incoming mail
• preparing outgoing mail, copying, scanning, faxing and/or filing
• files and maintains departmental records
• assists the department in carrying out various programs and procedures
• may answer multiple phone lines, organizes meetings and may attend to take notes
• interacts with internal and/or external sources via email and/or telephone
• order’s office supplies as needed
• follows clearly defined procedures to complete daily tasks and responsibilities
• uses existing procedures to solve straightforward problems without the consistent need to exercise discretion
• performs all other duties as assigned by management

• Manage the Head of P&A’s calendar with precision
• Coordinate all travel logistics, itineraries, and trip preparation
• Screen and triage incoming communications, flagging priority items
• Prepare expense reports and manage administrative processes
• Organize and coordinate internal and external meetings
• Track and manage project timelines, deliverables, and action items across initiatives
• Build and maintain project tracking systems
• Coordinate logistics for cross-functional workstreams
• Compile and format project status reports and stakeholder updates
• Monitor project and scheduling risks, flagging conflicts or blockers early
• Maintain continuity in the Head of P&A’s office during travel or high-demand periods
• Compile, format, and edit presentations, briefings, and correspondence
• Maintain the Head of P&A’s operational rhythm
• Act as the logistical point of contact between the Head of P&A’s office and internal teams
• Own the logistical preparation for leadership and segment meetings

Executive Administrative Assistant

• Manage all key relationships with office suppliers as well as being the prime liaison with building management for our leased facilities.
• Accountable for Onboarding/Offboarding of new employees with building/office security pass set-up.
• Accountable for all Mail and Courier deliveries throughout the day.
• Validate all office services received for approval on invoices from suppliers.
• Have pride of place; ensure our workplace is neat, organized and stocked with appropriate resources.
• Oversee and coordinate office administrative procedures and review, evaluate and implement new procedures.
• Maintain and build company culture by initiating creative initiatives and partnering with various members of the company – e.g. schedule and organize company events and social gatherings
• Ensuring staff adherence to office procedures
• Maintenance of supply inventory and arranging service of office equipment
• Ensure timely processing and approval of invoices to avoid late payments
• Partner with Executive Assistants in our Toronto and Philadelphia offices to coordinate scheduling of events / business activities as well as handle over-flow administrative support to leaders
• Prepare and edit correspondence, reports, and presentations using MS Office products
• Arrange domestic and international travel, including flights, accommodations, and itineraries
• Support ad-hoc projects and events for leaders and their teams as needed
• Professionally interact with clients and external stakeholders as directed
• Maintain organized digital files, shared drives, and documentation systems to ensure information is always accessible and up to date

Office Manager

• Manage daily calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
• Develop strategies unique to each Executives’ needs in order to maximize efficiency and clearly communicate priorities
• Identify upcoming conflicts and key players to assess coverage and communication strategies
• Advocate for your Executive’s availability across the enterprise to gate-keep internal scheduling
• Know the status of active deals to anticipate upcoming client and team needs
• Arrange meetings and events by sending invitations; in addition to reserving meeting rooms, catering, audio/video, and other services as needed
• Understand business nuances of in-person meetings, including: invite formatting, guest registration, compliance protocols and on-site meeting flow
• Drive key team events (all-hands meeting, conferences, ordering supplies and social events) and their corresponding pieces
• Facilitate venue sourcing, contracting and event execution while building industry relationships to leverage for future events
• Be a living resource by cultivating relationships across the Enterprise with various subject matter experts to provide your team with quick and accurate answers
• Coordinate travel arrangements for your team and broader deal teams with respect to your client’s parameters, and their overall spend
• Be accessible for changes and address them swiftly and calmly via Capital One’s approved channels factoring in travel exceptions and policies
• Provide innovative problem-solving alternatives
• Prepare and process expense reports in a timely manner with appropriate coding and comments based on client and general business needs
• Serve as a role model for all other administrative professionals by maintaining the highest levels of customer service externally and internally across the entire organization
• Perform general administrative tasks for day-to-day operations, including shipping, document preparation, facilitating ad-hoc projects and handling novel issues
• Communicate clearly, concisely and professionally with clients and their support staff
• Cultivate relationships with external administrative teams to easily facilitate future business needs
• Know the life cycle of a deal within our business to effectively prioritize clients when scheduling meetings
• Establish yourself as both a gatekeeper and a main point of contact for your team through your communications and relationship cultivation
• Organize Management Presentations in various geographies, inclusive of all surrounding travel or dining logistics
• Identify mutually convenient locations for client and prospect travel before sourcing appropriate venues factoring in discretion, meeting needs and accessibility
• Provide travel assistance, as needed, for external parties
• Coordinate all catering, audiovisual, rooming and private dining contracts, and run-of-show items ahead of time to provide a seamless experience
• Process relevant charges in a timely manner to provide clients with an accurate picture of their all-in spend and reinforce Capital One’s integrity as a business partner
• Be an effective partner in planning collaborative events at relevant conferences, or as business development opportunities, and demonstrate willingness to navigate relationship nuances in the process
• Facilitate celebratory activities and arrangements for clients at the close of transactions through sourcing various experiences and facilitating the venue and dining contracts, transportation logistics, and general travel arrangements.

Senior Administrative Assistant, Administrative Support Assistant III

• Support multiple executives, ranging from Director to Managing Vice President level
• Act as the gatekeeper and extension of executives, handling critical administrative tasks
• Prioritize complex scheduling requests and adjust to frequent last minute changes
• Handle travel arrangements and create timely expense reports
• Drive key team activities and events to promote a fun and team-oriented work environment
• Circulate information, answer questions and act as a team ambassador, fostering strong relationships with other Administrative Assistants and teams

Senior Administrative Assistant – Customer Core & Identity

• Provide comprehensive administrative and office support, including answering and routing phone calls, monitoring voicemail, coordinating travel arrangements
• Serve as a key point of contact for office operations, helping ensure the site runs smoothly, efficiently, and professionally
• Coordinate logistics for customer Factory Acceptance Testing (FAT) activities
• Maintain office readiness by managing inventory of office supplies, snacks, and common area items
• Organize, maintain, and retrieve information and records in both digital and physical formats
• Oversee and coordinate facility management contractors and cleaning services
• Support time reporting and labor activities
• Assist with internal events, trainings, and employee activities
• Identify opportunities to improve office processes, coordination, and overall employee or customer experience
• Perform additional administrative and operational duties as assigned to support business needs

Administrative Assistant, Office Operations

• Own the day-to-day operations of the office, maintaining a clean, organized, and professional environment at all times, including communal areas, the kitchen, supply stations, and printer/copy areas.
• Conduct regular walkthroughs to proactively identify and resolve maintenance issues, clutter, or supply gaps before they affect team productivity.
• Manage office supply inventory; monitor stock levels, place orders, and ensure supplies are consistently stocked, organized, and accessible.
• Serve as the primary point of contact for building management; coordinate facility maintenance requests, staff and guest access, and issue resolution.
• Manage all incoming and outgoing mail and packages; ensure timely and accurate routing to the appropriate team members.
• Own conference room readiness: ensure AV equipment is functional, rooms are clean and properly set up, and technology issues are addressed promptly.
• Coordinate equipment logistics, including new-hire laptop preparation (ensuring devices are updated, configured, and ready prior to start dates) and basic troubleshooting or vendor coordination for equipment issues.
• Support the planning and execution of in-office events, including team gatherings, internal celebrations, and agency-wide meetings; coordinate catering, logistics, and setup.
• Coordinate logistics for in-office client meetings and board meetings, including room preparation, materials setup, and hospitality arrangements.
• Manage relationships with office vendors—catering, supplies, cleaning services, and facilities contractors—and ensure service quality meets expectations.
• Maintain organized records for vendor contracts, office expenses, and facilities-related documentation; support basic expense tracking in Excel.
• Support onboarding logistics for new employees, including coordinating workspace setup, building access, and orientation materials.
• Anticipate and plan for the operational needs of a growing office, contributing to facilities planning as the agency expands.
• Demonstrate behaviors consistent with Infinite’s values (integrity, agility, compassion, and courage).

• Manage complex calendars, ensuring alignment across stakeholder priorities, high-value engagements, and Firm-wide obligations
• Anticipate scheduling conflicts and proactively resolve them with diplomacy and discretion
• Coordinate meetings, prep materials, and ensure leaders are well-briefed in advance
• Work with various regional office assistants to secure meeting rooms and arrange room set-up
• Coordinate internal operations to ensure the Business Development function runs efficiently
• Support development and coordination of internal communications, including team updates, meeting summaries, and project briefs
• Collaborate with other CDE colleagues for large-scale department events and projects
• Provide backup coverage as needed

Administrative Coordinator, Client Development – Engagement

• Provide administrative support to the Pre‑Contract team
• Assist with quantification tasks and tender documentation
• Maintain accurate records and ensure high levels of data quality
• Communicate effectively with colleagues to support smooth workflow
• Manage your workload independently while contributing to a collaborative team environment

Part-Time Pre-Contract Admin Assistant

• Coordinate meetings, presentations, travel arrangements, meeting agendas and offsite events
• Compose correspondence, prepare business reports and expense reports
• Conduct special projects as directed
• Partner and collaborate with other Administrative Assistants to help ensure priorities and deliverables are effectively and completely met
• Ensure the Sales organization office is efficient and flexible to execute mission-critical activities

Administrative Assistant – Healthcare and Technology

• Handle billing, payments, and basic reconciliations primarily using AppFolio
• Use QuickBooks as a secondary support system when needed
• Prepare financial and operational reports
• Assist with accounting and data organization tasks
• Communicate with vendors and follow up on payments or service requests
• Support contract coordination, lease and administrative documentation, and operational tasks
• Provide general administrative and executive support as needed
• Maintain organized digital records, files, and internal documentation
• Assist with scheduling, calendar coordination, and follow-up communications
• Monitor and update internal trackers, spreadsheets, and operational databases
• Perform other duties related to the position as assigned

Operations Administrative Assistant, Property Management

• Manage complex calendars for the Global Marketing & Digital Leadership team including scheduling across multiple time zones and coordinating high-priority meetings, presentations, and reviews.
• Act as gatekeeper and liaison on behalf of the Global Marketing & Digital Leadership team , prioritizing requests, communications, and meeting flow.
• Prepare, edit, and format documents, presentations, and correspondence with high attention to detail and brand alignment.
• Maintain strict confidentiality and discretion when handling sensitive business, brand, and personnel information.
• Organize and support key Marketing & Digital team meetings, leadership offsites, creative reviews, agency partner meetings, and cross-functional events.
• Manage agendas, pre-reads, follow-ups, and action tracking to ensure seamless execution.
• Coordinate domestic and international travel itineraries, agendas, and logistics for the key leadership team members in partnership with the Travel Manager.
• Submit and track expense reports; manage invoices, purchase orders, vendors, and budget items in partnership with Finance.
• Partner closely with the Creative, Brand, Digital, and Global Marketing teams to support planning, alignment, and project coordination needs.
• Handle general administrative responsibilities including ordering supplies, managing systems access requests, and supporting onboarding for new Marketing/Digital hires as needed.
• Build strong relationships across Marketing, Digital, Creative, HR, Finance, and Executive Leadership to ensure alignment, communication, and flawless coordination.
• Collaborate with a broader network of global admins to ensure consistent support for cross-functional initiatives and global priorities.

• Own clinical scheduling and staffing needs:
• Build and release CAH RN schedule based on schedule of schedules timeline.
• Ensure all floors have adequate RN coverage taking into account:
• Licensing
• System access
• Training
• PTO, and call in management
• Coordinate with Operations, MSO (Medical Staff Office,) Payroll, and IT teams to support workflow continuity and organizational effectiveness.
• Ongoing validation of time and attendance in accordance to state laws.
• Review, validate, and complete monthly invoice.
• Maintain Hicuity’s education platform including:
• Adding and assigning new users.
• Removing termed users.
• Uploading nursing huddles.
• Tracking/monitoring completion rates.
• Maintain nursing competencies.
• Create and share competencies for new hires.
• Create and share competencies for cross training nurses.
• Tracking completion of competencies.
• Managing the access process for all CAH staff.
• Working in partnership with MSO team on CAH credentials/licensing.
• All other duties as assigned within scope.

Care At Home Administrative Assistant

• Support the daily workflow of the Vice President including handling appointments and complex calendar management
• Coordinate international travel as needed, including travel briefs, flights, accommodation, visa application and ground transportation
• Collate and submit expense reports, purchase orders, contract payments and other finance transactions for approval
• Schedule department/team meetings included reserving conference rooms and setting up IT for meetings
• Manage onboarding materials for new staff
• Maintain and update key team-wide materials

• Handles Sr. Director's calendar by prioritizing schedules and meetings
• Assists Sr. Director in planning and organizing meetings, preparing agendas and logistics
• Builds travel packs for international trips and large domestic events
• Supports Sr. Director by acting as proxy for communications and approvals
• Responsible for making travel arrangements for Sr. Director
• Provides analytical support on special projects, compiles data and prepares reports
• Prepares and briefs itinerary for large corporate events
• Deals professionally with sensitive and confidential matters

Senior Director, GTM, Enterprise Networking

• Attend project-related meetings and calls; accurately take, organize, and distribute meeting minutes and action items
• Compile and prepare weekly reports by gathering updates from project teams and summarizing key information
• Coordinate and manage communications with vendors, including follow-ups, scheduling, and document sharing
• Maintain organized records of project documentation, reports, and communications
• Assist with scheduling meetings, tracking deadlines, and supporting project timelines
• Provide general administrative support to the team as needed

• Provide proactive administrative and logistical support that enables leaders to focus on strategic priorities
• Manage complex calendars, meeting logistics, and scheduling; anticipate conflicts and resolve issues independently
• Coordinate end-to-end travel arrangements and process expense reports accurately and on time
• Draft, prepare, and distribute professional correspondence, reports, presentations, and meeting materials
• Prepare large datasets, reports, and presentation materials for senior leadership and internal or external meetings
• Maintain organized electronic files, SharePoint sites, and databases with strong version control and file hygiene
• Handle sensitive and confidential information with a high level of discretion and professionalism
• Provide timely and accurate support related to broker and agency activities, as applicable
• Update and maintain business opportunities, relationships, and reporting in Salesforce and other internal systems
• Partner with internal teams to support onboarding, changes, and agency needs
• Gather data and prepare analyses, reports, and presentations to support business unit priorities
• Serve as a reliable point of contact for leaders and internal partners, responding promptly and professionally
• Apply sound judgment and initiative to identify solutions and escalate complex issues appropriately
• Adapt effectively to changing priorities while maintaining a high standard of service and accuracy
• Assist with special projects as needed, with quality, accuracy, and timely execution
• Ensure final deliverables are complete, meet quality standards, and achieve intended outcomes
• Coordinate meetings, events, and team activities as needed
• May serve as a facilities and office liaison, including supply management, equipment coordination, and vendor support
• Process invoices, accounts payable activities, and other operational requests as required.

Administrative Assistant II, Executive Support, Data Reporting, Project Management

• Own complex calendars for three members of our executive team
• Schedule internal and external meetings, anticipate conflicts, and proactively defragment days for maximum focus time
• Build and nurture strong relationships with clients, executive stakeholders, and external partners to ensure a seamless and professional experience
• Prepare meeting agendas, briefing notes, and materials in advance — and ensure follow-ups don't fall through
• Coordinate recurring leadership team meetings, QBRs, and offsites across the region
• Book flights, hotels, ground transportation, and visas/work travel documentation for executives traveling across the US, Canada, and internationally
• Build clear, easy-to-follow itineraries with all confirmations, addresses, and contacts in one place
• Handle real-time changes — delayed flights, rebooked meetings, last-minute adjustments — with calm and speed
• Reconcile travel expenses and submit reports on behalf of executives
• Work closely with the Marketing team to support executive attendance at industry events, including registrations, travel and onsite logistics, and client invitations/events coordination
• Manage expense reports, vendor invoices, and corporate card reconciliation for the executive team

• Serve as a liaison between manager and bank personnel
• Create non-routine correspondence and communications
• Perform high level administrative / project assignments
• Prepare and arrange business presentations, management letters, and other communications
• Schedule appointments and maintain calendar for manager
• Coordinate all travel arrangements
• Prepare disbursements and billings for approval
• Maintain financial expense records
• Adhere to applicable compliance/operational risk controls
• Promote belonging and reflect the M&T Bank brand

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