Administrative Assistant, Business Transformation Office

Position Summary:

Provide proactive and highly organized administrative support for our Business Transformation team. This position will work both independently and collaboratively as a part of a fast moving function by enabling governance cadence, facilitating information flow, and supporting effective coordination across business leaders, project teams, and external partners as the organization delivers change. The wide range of executive-support duties include calendaring, travel management, agenda, minute and meeting management support to ensure our teams are running efficiently. Searching for a highly resourceful team player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, professional, proactive, and efficient.

Major Duties and Responsibilities:

• Calendar and meeting management - Coordinate complex schedules across multiple transformation workstreams and governance forums. Schedule meetings, book rooms, prepare and distribute agendas, pre-reads, and post meeting minutes and support follow-up to ensure meetings run smoothly for internal and external stakeholders. 
• Event and workshop planning - Organize end-to-end logistics for onsite and offsite planning sessions, blueprinting workshops, pilot and demo sessions, testing and training events, mock cutover and go-live. Support onboarding of new team members by coordinating access, materials, meeting schedules, and 30/60/90 onboarding plans. Act as a central point of contact for internal teams, external partners and senior leaders.
• Collaboration - Work collectively with Administrative Assistant team, external partners, vendors and internal Business Transformation team to support consistent coordination, communication, and execution. 
• Document and data support - Prepare and format status reports, presentations and transformation documentation. Maintain structured shared workspaces, version control, naming conventions, and appropriate access for internal and external stakeholders. 
• Reporting and tracking - Monitor action, decision, and risk logs for key transformation forums. Track milestones and deadlines, follow up on outstanding actions, and proactively flag milestone misses, delays or decision gaps to PMO leadership for awareness and escalation.

Education and Experience:

• High school diploma or GED is required
• 5+ years proven experience in an administrative or project coordination role, ideally within change, projects, or consulting environments
• Experience supporting enterprise-wide initiatives or complex programs, over multi-year horizon including dozens of work stream teams (senior internal and external stakeholders) highly desired
• PMP or CAPM certificate is greatly helpful
• Prior systems experience that is desired are: ServiceNow, Smartsheet, MS Projects, MS Teams, Copilot or Oracle Fusion

Knowledge and Skills:

• Excellent oral and written communication skills, organizational skills and attention to detail
• Ability to handle all business matters with confidentiality, professionalism, and maturity
• Proactive, self-starter with excellent judgment and discretion and solutions focused mindset
• Able to multitask, prioritize, work on schedule and within deadlines