Executive Assistant jobs at Under Armour - 812 jobs

Ascend Performance Materials is a global leader in high-performance chemicals, fibers and plastics, committed to enhancing quality of life through innovation. With fully integrated manufacturing facilities across North America, Europe, and Asia, we develop essential solutions that drive safer vehicles, cleaner energy, advanced medical devices, and durable consumer goods. Guided by a strong focus on safety, sustainability, and customer success, we operate responsibly while delivering value through cutting-edge technologies and industry expertise. Join our team and be part of a collaborative environment where your work drives meaningful global impact. The Executive Assistant provides high-level administrative and organizational support to Vice Presidents on the Executive Leadership Team. This role operates in a fast-paced, high-volume environment requiring exceptional judgment, discretion, and the ability to manage multiple priorities with accuracy and efficiency. The Executive Assistant serves as a trusted partner to senior leaders, enabling effective execution through proactive coordination, clear communication, and seamless administrative support. TARGETED OUTCOMES Enable Executive Leadership effectiveness through proactive calendar, travel, and administrative management. Ensure smooth execution of executive meetings, board-level engagements, and business events. Maintain confidentiality, accuracy, and responsiveness across all executive communications and activities. Contribute to a collaborative, high-performing administrative team through backup support and shared accountability. RESPONSIBILITIES Executive Support & Administration Manage complex calendars for Vice Presidents, balancing competing priorities and anticipating scheduling needs. Serve as a primary administrative point of contact, coordinating across internal teams and external partners. Handle sensitive and confidential information with discretion, professionalism, and sound judgment. Meetings, Events & Communications Plan and execute executive, board-level, and business meetings, including agendas, pre-work, logistics, and follow-up. Prepare presentations, reports, spreadsheets, and visual materials that clearly and concisely communicate information. Coordinate domestic and international travel arrangements, ensuring efficient use of time and cost. Operational & Financial Coordination Manage expense reporting and procurement card processes in compliance with company policies. Enter and track SAP purchase requisitions, including coordination of new vendor setup and payment approvals. Maintain organized documentation and records in accordance with company retention policies. Team Collaboration * Act as part of the extended administrative team, providing backup support to peers as needed. * Contribute to continuous improvement of administrative processes and best practices across the executive support function. TEAM AND INTERACTIONS * Reports to: Executive Leadership Team Member (Senior Vice President level) * Works closely with executive leaders, administrative peers, internal functional teams, and external partners to ensure seamless coordination and execution. REQUIRED EXPERIENCE Bachelor's degree or equivalent combination of education and experience. Minimum of 10 years of progressive administrative experience, with recent experience supporting C-suite or senior executive leaders strongly preferred. Demonstrated experience operating in fast-paced, high-volume environments with shifting priorities. Proficiency with enterprise systems and tools, including SAP, Concur, and Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, Adobe Acrobat). REQUIRED SKILLS Exceptional organizational and time-management skills with strong attention to detail. Service-oriented mindset with the ability to anticipate executive needs and exercise sound judgment. Strong written and verbal communication skills; professional presence and interpersonal effectiveness. Ability to manage multiple priorities simultaneously while maintaining quality and accuracy. High level of integrity with proven ability to handle confidential information appropriately. Resourceful, proactive, and capable of working independently with minimal direction. Collaborative team player who builds strong working relationships across the organization. At Ascend Performance Materials, we value transparency and fairness in our hiring process. We do not accept unsolicited resumes from third-party recruiters, search firms, or staffing agencies. Any resumes received from such entities will be considered the property of Ascend Performance Materials, and we will not be obligated to pay any fees for such submissions. Our Talent Acquisition Team actively engages with preferred recruitment partners who have established agreements with us. We encourage all interested candidates to apply directly through our official channels to be considered for any open positions. Skills Summary: About Us: Ascend Performance Materials is the premium provider of high quality chemicals, fibers and plastics. With world scale integrated manufacturing facilities we are able to develop new products from our core technologies, and provide flexibility to respond to the expanding needs of customers. Ascend has global sales and distribution facilities across the globe and six manufacturing facilities globally. As a privately-held company, our people do big things and make big decisions, often much earlier in their careers than at larger companies. Ascend Performance Materials offers team members the opportunity to contribute in big, meaningful ways-all within a stable and growing business. Why work at Ascend? Our vision is to be the recognized leader in the nylon 6,6 value chain, creating new possibilities with PA66 for everyone, everywhere, every day. We achieve that through living our Ascend values. We care. We operate safely with high integrity for our employees, our customers and our communities. Our people are our greatest assets, and our Total Rewards Program extends beyond traditional benefits to include access to on-site medical clinics at our U.S. facilities, a global wellness rewards program and Performance Matters, an employee-driven recognition plan. Our Commitment to Zero demonstrates our belief that is it possible to operate with zero personal injuries, zero process safety incidents and zero environmental releases. And the Ascend Cares Foundation, led by Ascend employees, supports Ascend families in times of need, provides inspiring opportunities for community engagement and facilitates community leadership. Customer-focused. We exist for our customers; they drive our actions. Their success is our success. Our plastics and chemicals are building blocks that help make everyday essentials safer and more sustainable, and we constantly strive to develop new and innovative products to meet the future needs of our customers. And that customer focus doesn't only apply to the marketplace - it also applies to how we treat our colleagues and our fellow community members. Better every day. We invest in our people and our processes to improve every day. A2E, our continuous improvement program, guides the way we do business. And this way of problem solving applies not only to our manufacturing practices but also to our commitment to developing our people. You'll see it during your career at Ascend in our leadership development, skills training and mentoring programs Agile. We think broadly and lead proactively in a constantly evolving organization and industry. Agility doesn't mean simply working quickly - it means critical thinking, creative problem solving and novel approaches to everyday challenges. One Ascend. All together, with a common set of goals and an eye toward the future. We don't accept silos. We look for ways to share across departments, sites and geography. This means you won't be boxed into a single role at Ascend - you could get the chance to work with teams across the globe to improve the way we serve our people, our customers and our communities. All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, age, religion, disability, sexual orientation, gender identity, protected veteran status, citizenship, genetic information or other protected status under federal, state or local laws.

The Administrative Coordinator is responsible for a collection of responsibilities which must take place. These responsibilities may in fact be shared amongst Administrative Coordinators and each coordinator should be cross trained and conversant on Coordinator, Administrative, Processor, Support, Business Services, Payroll, Manufacturing, Management

Title: Senior Executive Assistant Office Policy: Hybrid Schedule Salary: $110-120K + bonus The Senior Executive Assistant will play a critical role in ensuring the smooth operation of our executive office. This position requires a proactive, organized, and detail-oriented individual with exceptional communication skills and the ability to manage multiple priorities in a fast-paced environment. Key Responsibilities: Provide executive-level administrative support to C-suite executives, including calendar management, travel arrangements, and meeting coordination. Prepare and edit correspondence, reports, presentations, and other documents as needed. Serve as a liaison between executives and internal/external stakeholders, ensuring effective communication and collaboration. Organize and prioritize incoming requests and inquiries, exercising discretion and confidentiality at all times. Coordinate logistics for meetings, conferences, and special events, including venue selection, catering, and materials preparation. Conduct research and compile data to support executive decision-making. Manage special projects and initiatives as assigned, ensuring timely completion and alignment with company goals. Maintain an organized filing system and ensure that all documentation is accurate and up to date. Qualifications: Bachelor's degree in Business Administration, Communications, or a related field. Minimum of 7+ years of experience supporting C-level executives in a fast-paced corporate environment. Proven ability to manage multiple tasks and projects simultaneously while maintaining attention to detail. Exceptional organizational and time management skills. Strong written and verbal communication skills, with the ability to interact professionally with stakeholders at all levels. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Ability to maintain confidentiality and exercise discretion in all aspects of the role. Positive attitude, flexibility, and a willingness to learn and adapt in a dynamic work environment.

About Health Payer Consortium (HPC) We're a high-growth healthcare company that cares about and takes care of our employees. We have been doubling in size nearly every year for a decade. We have a work-hard, play-hard culture. Whether we're jamming at a show, hitting the Derby, or just hanging at the office, you'll find a team of top performers who know how to have fun, support each other, and get results. Position Overview We are seeking a highly organized, polished, and proactive Executive Assistant to support the Owner of HPC. This is a fast-paced, high-visibility role working closely with a busy executive who travels frequently. The ideal candidate brings a strong healthcare background, understands the language of payers and providers, and is comfortable moving between executive-level conversations, detailed logistics, and event coordination. You'll manage a complex schedule, coordinate domestic and international travel with our travel partner, support meetings, oversee select operational tasks (vehicle licensing, shipping), and help plan conferences, trade shows, and company events. Key Responsibilities Maintain and prioritize a complex, frequently changing calendar Coordinate meetings, calls, and events across multiple time zones Ensure appropriate travel time, prep time, and follow-up time are included Work closely with our third-party travel partner to finalize and book all travel arrangements Create detailed itineraries and coordinate travel logistics Travel with the Owner as needed (approx. one week/month, Sunday-Thursday, including out-of-town trips) Take notes during meetings and ensure follow-up items are tracked Prepare meeting materials, agendas, and concise follow-up notes Manage email and communication flow, flagging priorities and deadlines Coordinate with internal leaders and teams to ensure the Owner is fully prepared Handle vehicle plating and licensing, including understanding requirements and documentation Plan and coordinate conferences, trade shows, and company events (timelines, logistics, vendor coordination, on-site execution) Coordinate shipping needs (USPS, FedEx, UPS), including domestic/international protocols Support music equipment and stage setup for HPC events; coordinate with AV/music teams Provide support with occasional personal errands for the Owner, as needed Required Qualifications Local to St. Louis and able to work 100% in-office, with required travel 3+ years as an Executive Assistant or similar role supporting a senior executive or business owner Direct experience supporting an executive who travels frequently Strong healthcare background (healthcare, health insurance, or closely related field) Proven ability to manage complex calendars and frequent travel Experience planning and coordinating conferences, trade shows, or corporate events Knowledge of shipping protocols for USPS, FedEx, UPS (domestic/international) Exceptional organization, attention to detail, and follow-through Upper-level written and verbal communication skills, polished and professional High level of discretion and confidentiality Proficient with Outlook or Google Calendar, email, spreadsheets, and shared drives Valid driver's license and reliable transportation Valid passport and Real ID, or ability to obtain both promptly Ability to pass a pre-employment drug screening and background check Nice to Have Prior experience in a fast-paced, high-growth healthcare or health insurance organization Bilingual skills Extra Bonus Music background, experience around live events, or a genuine love of live music Perks & Benefits Competitive salary ($50,000-$70,000, based on experience) Full benefits package 401(k) with company match Paid time off, paid holidays, and more Lunch provided if you choose to work through your lunch break Company-paid child care for sick days and out-of-town travel Mentorship and growth opportunities within a high-performing organization An amazing team that loves to celebrate wins This is a 100% in-office position. Remote work is not available. Ready for a fast-paced, impactful role where your organization, communication, and healthcare knowledge support the Owner and the growth of HPC?

Duravant is a global engineered equipment company with an over 100-year operating history. Through our portfolio of operating companies, we deliver trusted end-to-end process solutions for customers and partners through engineering and integration expertise, project management and operational excellence. With worldwide sales distribution and service networks we provide immediate and lifetime aftermarket support to all the markets we serve in the food processing, packaging and material handling sectors. Duravant's market-leading brands are synonymous with innovation, durability and reliability. POSITION SUMMARY: The Executive Assistant to the CEO and CFO serves as a trusted partner to the company's two most senior executives, providing high-level administrative support while also owning independent projects that advance strategic, operational, and organizational priorities. This role requires exceptional judgment, discretion, and the ability to operate with autonomy in a fast-paced, dynamic environment. The ideal candidate is proactive, detail-oriented, and comfortable working at the executive and Board level, with the confidence and capability to manage complex priorities and contribute beyond traditional administrative responsibilities. ESSENTIAL RESPONSIBILITIES: Executive Support (CEO & CFO) Manage complex calendars, travel arrangements, and meeting logistics across multiple time zones Anticipate executive needs and proactively resolve scheduling conflicts and priorities Prepare briefing materials, agendas, presentations, and meeting summaries Serve as a gatekeeper and liaison between executives and internal/external stakeholders Support Board of Directors and executive leadership meetings, including materials coordination and follow-up actions Independent Project Support Own and execute discrete projects on behalf of the CEO and CFO, often cross-functional in nature Conduct research, prepare analyses, and develop executive-ready summaries and recommendations Track progress on strategic initiatives and follow up on action items across the organization Support special projects related to strategy, communications, operations, or governance Drive projects independently with minimal oversight, ensuring deadlines and quality standards are met Communication & Coordination Draft and edit executive communications with a high degree of professionalism and confidentiality Coordinate with senior leaders, external partners, and advisors Represent the CEO and CFO with credibility, tact, and sound judgment Confidentiality & Judgment Handle highly sensitive information with discretion and integrity Exercise strong judgment in prioritizing issues and escalating matters appropriately Maintain professionalism in high-pressure or ambiguous situations POSITION REQUIREMENTS: 5+ years of experience supporting senior executives (C-suite preferred) Demonstrated ability to manage complex schedules and competing priorities Strong written and verbal communication skills Proven ability to work independently and exercise sound judgment High level of discretion and professionalism Advanced proficiency in Microsoft Office and collaboration tools PREFERRED QUALIFICATIONS: Experience supporting both a CEO and CFO or multiple senior executives Exposure to Board-level governance or public/private company environments Experience managing projects or initiatives beyond traditional EA responsibilities Bachelor's degree preferred CORE COMPETENCIES: Executive presence and confidence Exceptional organizational and time-management skills Proactive problem-solving mindset Ability to synthesize information and communicate clearly Adaptability and comfort with ambiguity Strong interpersonal skills and relationship management Duravant is committed to a culture that promotes long-term career satisfaction and provides an opportunity for personal and professional growth. We succeed by operating within our core values of Integrity, Teamwork, Respect, Sense of Urgency, and Winning Spirit. Competitive compensation package Comprehensive benefits package designed to support our employees' health, well-being, and financial security Work/life programs designed to provide a safe, secure, and balanced environment Education and training programs to develop and grow a high-performance workforce Performance-based rewards

The Executive Assistant provides high-level administrative and operational support to the President and executive team. This role is responsible for managing communications, coordinating meetings and company events, supervising administrative staff, and maintaining essential reports and records. The Executive Assistant ensures the smooth and efficient operation of the executive office and serves as a trusted liaison between leadership, employees, and external partners. Essential Duties Executive Support Provide high-level administrative assistance to the President, including scheduling, calendar management, travel arrangements, and expense reporting. Review, prepare, and process expense reports for the President and office. Coordinate and manage correspondence, including email monitoring, internal announcements, and customer inquiries directed to executive offices. Supervise assigned administrative staff, ensuring schedules, workloads, and time sheets are accurately maintained. Communication & Information Management Monitor and distribute incoming company emails and website inquiries to appropriate departments, ensuring timely responses. Respond to and assign live chat requests from the company website. Draft, proofread, and distribute executive communications, announcements, and meeting materials. Maintain internal digital communication tools including bulletin boards, digital signage, and After Hours/TCC web pages. Meeting & Event Coordination Plan and coordinate internal and external meetings, including TCC meetings, business reviews, and committee gatherings. Schedule and organize company events such as luncheons, training sessions, and employee appreciation activities. Prepare presentation materials, such as the monthly TCC Huddle Deck, and compile meeting statistics and follow-up reports. Manage meeting room reservations and ensure necessary materials, catering, and equipment are arranged. Employee Engagement & Recognition Coordinate employee recognition initiatives, including monthly birthday and anniversary cards, shareholder spotlight nominations, and gift card distribution. Plan and execute annual employee events including the ESOP announcement and crawfish boil, and holiday luncheons. Assemble and distribute company holiday and Christmas cards on behalf of the President and executive team. Operations & Reporting Maintain and distribute daily and monthly sales reports by branch. Track and compile survey data, employee feedback, and departmental statistics for executive review. Support training coordination by scheduling sessions, maintaining attendance records, and distributing certificates. Assist with product recall, safety, and compliance notifications as directed by management. Manage onboarding communications for new Cardata drivers, including database updates and welcome packets. Customer & Vendor Relations Coordinate distribution of customer communications, including price increase notifications, surveys, and product updates. Review and approve vendor invoices and purchases related to office supplies, travel, and special events. Emergency & After-Hours Support Maintain weekly and annual scheduling for After Hours first/co-responders, ensuring adequate coverage. Serve as primary point of contact for adjustments, scheduling gaps, and related communication needs. General Administrative Support Provide backup coverage for front desk and switchboard operations as needed. Maintain confidential files, documents, and correspondence for the President and executive office. Perform additional administrative or special projects as assigned by the President. Education and/or Work Experience Associate or bachelor's degree in business administration, Communications, or a related field preferred. Significant executive-level administrative experience may be accepted in lieu of a degree 5+ years of executive-level administrative experience, preferably supporting C-suite or senior leadership. Experience coordinating corporate events, meetings, and communications. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Teams and Smartsheet. PLEASE NOTE: John H Carter Company is not accepting unsolicited assistance from search firms/employment agencies for this employment opportunity. Please, no phone calls or emails to any employee of John H Carter Company about this opening. All resumes submitted by search firms/employment agencies to any employee at John H Carter Company via-email, the Internet or in any form and/or method without a valid and executed search firm agreement in place for this position will be deemed the sole property of John H Carter Company; no fee will be paid in the event a candidate is hired by John H Carter Company as a result of the unsolicited referral or through other means. If you wish to become an approved agency to assist us in our employment efforts, please submit your request to ***********************.

Fully onsite in Doral, FL - Need someone to start asap. Responsibilities Act as the point of contact among executives, employees, clients and other external partners Manage information flow in a timely and accurate manner Manage executives' calendars and set up meetings Make travel and accommodation arrangements Rack daily expenses and prepare weekly, monthly or quarterly reports Oversee the performance of other clerical staff Act as an office manager by keeping up with office supply inventory Format information for internal and external communication - memos, emails, presentations, reports Take minutes during meetings Screen and direct phone calls and distribute correspondence Organize and maintain the office filing system Requirements and skills Work experience as an Executive Assistant to the CEO 5 years of experience within a large global company Bachelor's degree. Bilingual in Spanish Outstanding organizational and time management skills Excellent verbal and written communications skills

We're currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. Objectives of this role Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows Manage communication with employees by liaising with internal and external executives on various projects and tasks Plan and orchestrate work to ensure that senior executives' priorities are met, organizational goals are achieved, and best practices are upheld Responsibilities Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives Manage senior executives' travel logistics and activities, including accommodations, transportation, and meals Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database Maintain professionalism and strict confidentiality with all materials Organize team communications and plan events, both internal and off-site

Here at OOFOS, we live to make people feel good. We are the leading brand in a category we pioneered over 14 years ago that is vastly growing - recovery footwear. We did this by launching a proprietary foam technology that is scientifically proven to make people feel good in our footwear. This technology is OOfoam™. The Executive Assistant provides high-level administrative, operational, and project support to the executive C-Suite leadership team. This role requires a team-oriented professional who thrives in a fast-paced, growth-minded environment. The EA will also manage and execute internal events that bring our culture to life, from leadership offsites and team retreats to company-wide engagement experiences. This experienced EA is proactive, resourceful, highly organized, tech-savvy, and grounded in strong communication skills, with a passion for supporting a high-performing, people-centered organization. This is a hybrid role requiring four days per week in the office to provide in-person support to our executive team. Key Responsibilities Executive Support for the C-Suite Manage complex calendars, priorities, travel, and logistics for the C-Suite leaders with clarity, accuracy, and foresight. Prepare materials for meetings, including presentations, agendas, briefing documents, and follow-up summaries. Maintain confidentiality and handle sensitive information with intention and professionalism. Serve as a trusted representative of the leadership team, ensuring smooth communication across the organization. Evaluate and manage Co-CEO's incoming calls and requests, using strong business acumen and sound executive judgment to act as an effective gatekeeper. Proactively adopt AI technologies to optimize workflows and enhance the effectiveness of executive operations. Event & Culture Experience Management Lead planning and execution of People & Culture and company-wide events, including OOFOS all-employee meetings (quarterly and annual), sales meetings, team offsites, leadership retreats, onboarding events, and seasonal culture initiatives. Manage end-to-end event logistics-venues, vendor relationships, contracts, budget, travel, communications, branded materials, and on-site coordination and AV/tech. Partner closely with HR, Operations, Marketing, and Communications to ensure events reflect OOFOS' values and brand. C-Suite Project Support Partner with C-Suite leaders on cross-functional projects that support strategic priorities, business alignment, and organizational effectiveness. Coordinate timelines, communications, follow-ups, and project documentation to ensure alignment and clarity across leadership teams. Support preparation for strategic planning sessions, quarterly reviews, board updates, and special initiatives by gathering materials, synthesizing information, and organizing key deliverables. Serve as a central point of coordination across departments, ensuring leaders remain informed, connected, and equipped to move initiatives forward. Requirements Bachelor's degree in business, communications, or related fields. 5 - 8 years of Executive Assistant or senior administrative experience supporting C-level leaders in a growth-oriented environment. Experience supporting strategic planning, quarterly reviews, board materials, and executive initiatives. Minimum of 5 years of hands-on experience planning and executing high-visibility internal and external events on varying scale-including all-employee meetings, leadership offsites, board meetings, sales meetings, seasonal events, etc. Experience managing vendor relationships, contracts, budget, hotel/venue partnerships, and event technology and testing equipment. Strong communication, relationship-building, and interpersonal skills. High degree of discretion, judgment, and professionalism, especially when handling confidential information. Advanced proficiency in Office 365 and collaboration platforms such as Teams, Zoom, Concur, or similar tools, and strong technical confidence and comfort navigating, troubleshooting, and supporting executive technology needs in real time. Demonstrated experience using and leveraging AI tools to enhance efficiency, streamline workflows, and support executive operations. Ability to remain calm and solutions focused in a fast-changing environment. A proactive, “no job too big or small” mindset that aligns with OOFOS' collaborative culture. Four (4) days per week in the office to provide in-person support to our executive team. Leadership/Cultural Requirements People-First Mindset: Cultural fit - matches up with the OOFOS OOsoul. Approaches work with empathy, connection, and focus on supporting others. Proactive Problem Solver: Anticipates needs, identifies solutions, and stays two steps ahead. Organizational Excellence: Brings structure and clarity to complex, dynamic environments. Highly motivated, organized individual with the ability to prioritize multiple projects and deadlines. Culture Champion: Passionate about delivering thoughtful, engaging experiences. Agile & Resourceful: Comfortable navigating change, ambiguity, and rapid growth. A “team first” attitude, collaborative mindset and openness to feedback is a must. Job Type: Full Time - Exempt, Hybrid based in Braintree, MA OOFOS is an Equal Opportunity Employer. We recruit, hire, train and promote without discrimination due to age, race, color, religion, sex, sexual orientation, national origin, citizenship, disability, military leave or veteran status, genetic information, or any other status protected by applicable federal, state or local law.

Swagelok Alabama | Central & South Florida | West Tennessee is the local authorized sales and service center for Swagelok Company, one of the most recognized brands in the industrial world. We help fluid move through some of the most critical systems on the planet, backed by 75 years of manufacturing excellence and an unwavering commitment to quality, innovation, and integrity. The Administrative Services Project Coordinator brings the employee experience to life by managing recruitment, onboarding, internal communications, and key HR and administrative projects. This role supports the full employee lifecycle; from attracting and onboarding new talent to driving engagement, culture, and communication, ensuring every experience reflects our company's mission, values, and standards of excellence. As part of a cross-trained Administrative Services team, this role partners closely with the Administrative Services Coordinator to ensure seamless execution of culture and engagement initiatives. The Administrative Services Project Coordinator focuses on planning, communication, and alignment, while the Administrative Services Coordinator focuses on execution, logistics, and delivery, together ensuring the organization's values are lived consistently across all touchpoints and that financial and administrative operations remain accurate, efficient, and well-coordinated. COMPETENCIES Employee Experience: Creates a positive end-to-end experience throughout the employee lifecycle with a strong customer-service mindset. Project Coordination: Manages multiple priorities and initiatives simultaneously with precision and follow-through. Communication: Demonstrates exceptional written and verbal communication; effectively engages all levels of the organization. Team Collaboration: Builds trusted relationships and contributes to a positive, high-performing environment. Innovation & Initiative: Proactively identifies opportunities to enhance processes, engagement, and efficiency. Empathy & Judgment: Handles sensitive information with professionalism, discretion, and understanding. Results Orientation: Maintains focus on achieving quality outcomes in a timely and organized manner. KEY RESPONSIBILITIES Primary: Recruitment, onboarding, internal communication, and employee engagement exe. Talent Acquisition & Onboarding Coordinate the full recruitment process, including posting, screening, scheduling, and candidate communication. Maintain candidate pipelines and relationships for future hiring needs. Lead onboarding programs (Connect-Convey-Control) and ensure all new hires have a structured and engaging introduction to the organization. Partner with managers and ambassadors to deliver meaningful 30-, 60-, and 90-day touchpoints. Projects & Communications Coordinate and track internal projects related to HR, culture, and process improvement. Draft and distribute internal communications, newsletters, and event updates. Support rollout of new policies, systems, and training programs. Maintain organized project documentation and ensure timely execution. Employee Engagement & Experience Partner with the Administrative Services Coordinator to ensure alignment and consistency in engagement programs, recognition, and cultural initiatives. Develop and maintain an annual engagement and communication plan that reinforces company values and connects employees to our mission. Coordinate employee feedback mechanisms (pulse surveys, stay interviews, focus groups) and share insights with leadership to drive continuous improvement. Support leadership communication and storytelling to highlight wins, celebrate success, and reinforce cultural priorities. Collaborate on onboarding, retention, and development programs that sustain a positive, high-performance culture. Secondary Focus: Accounting operations, and office administration (ordering, travel, facilities coordination). Accounts Payable Process corporate and vendor invoices; verify accuracy and ensure timely payments. Reconcile vendor statements and resolve discrepancies. Prepare and process business license renewals, sales tax filings, and corporate tax payments. Maintain accurate charge card reconciliations and vendor records. Complete supplier setup forms and questionnaires. Support 1099 preparation and tax documentation as needed. Accounts Receivable Generate and distribute customer invoices and credit memos. Apply customer payments (Lockbox, ACH, credit card, etc.) and maintain AR records. Follow up on overdue accounts, coordinate collections, and resolve discrepancies. Support customer credit application reviews, account setup, and documentation requests (W-9, COI, etc.). Compliance & Reporting Ensure adherence to internal controls, accounting policies, and regulatory requirements. Maintain organized, accurate financial documentation. Assist with audits, reconciliations, and process improvement initiatives. WORK ENVIRONMENT Office Environment Ability to lift 10 pounds occasionally Regular standing, walking, and sitting % Of Time Spent Traveling: EDUCATION AND EXPERIENCE Bachelor's degree in Business, Human Resources, Communications, or related field. 2-4 years of experience in HR, recruiting, or employee engagement preferred. Proficiency with Microsoft Office Suite and HRIS systems. Strong organizational skills with the ability to manage multiple priorities. Communication abilities with multiple levels within the organization. Knowledge of HR and accounting concepts, employment laws, and compliance best practices.

The Administrative Assistant will be responsible for performing a wide range of duties including providing support to senior level management, performing Human Resources administrative tasks and operations support to sustain the efficient operation of the Burlingame site. The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. Support Senior level management with scheduling meetings, domestic and international travel arrangements, expense reports, and written correspondence. Contribute to team objectives by assisting departments with projects and tasks. Sort and distribute all incoming and outgoing correspondence. HR Administrative functions; onboarding (new hire orientation and paperwork), scheduling interviews, greet candidates upon arrival and roll out HR related initiatives. Establish, organize and manage the maintenance of office records, ensuring complete accuracy and confidentiality Responsible for ordering and maintaining all supplies and food for office. Collaborate with Facilities Manager to maintain office equipment and space. Proactively support office needs. Minimal Qualifications: Bachelor's degree or 2 years equivalent experience. Proficiency in Microsoft Excel, Word, PowerPoint, Outlook. Preferred Qualifications: Ability to work independently on a broad variety of projects. Strong communication of the English language, including reading comprehension, oral and written communication skills. Ability to establish and foster healthy working relationships. Strong level of influence and negotiation skills. Ability to deliver effective results, meet tight deadlines and targets. Possess good judgment and decision-making skills. Experience with basic Human Resources administrative tasks, including but not limited to on-boarding. Must successfully handle highly confidential information. Physical/Mental Requirements: While performing the duties of this job, the employee is frequently required to do the following: Sitting, using a computer Lifting 5-10 lbs. occasionally Work Environment: Office Setting 100% No travel Required experience: supporting Senior Level management: 2 years

Job Schedule Store Support Center Job ID 73218 Post Date 01/06/2026 Apply Save Job Lease Administration Coordinator This position is based in Atlanta, GA in our Galleria office and is hybrid role. Applicants in CA, CO, DC, HI, IL, MD, MA, MN, NJ, NY, RI, VT, and WA are not eligible for this posting. Lease Administration Coordinator You'll never be bored in this role - and that's a good thing! This administrative role will support the timely processing of Aaron's corporate real estate portfolio; including but not limited to common area maintenance, real estate tax, and property insurance reconciliations and reimbursements. Primary duties will include processing external communications, requesting calculation backup for reconciliations and reimbursement payments, corresponding with landlords and property managers for retail properties within the portfolio. The Details What You Need: Knowledge with accounting ledgers, real estate tax assessments, leasing practices and lease language. Preferred candidates will have a minimum of 1-2 years' experience in commercial real estate including but not limited to lease administration, accounting and property management fields with experience in either (or both) the landlord and tenant sectors. Associate or bachelor's degree in business, accounting, real estate, finance, or similar field preferred. What You'll Do: Request supporting backup for common area, insurance and real estate tax reconciliations. invoices, statements, other correspondence from issuing parties as requested by the Lease Administrator. Add received common area, insurance and real estate tax reconciliation billings from Landlords to ImageNow and SharePoint for tracking and processing by the Lease Administrator. Ensure all urgent matters and defaults are routed accordingly and logged into ImageNow and SharePoint/Lucernex for tracking and processing. Process requests for Gross Sales Reporting and Financial Statements. Handles requests from Landlords for Estoppel and SNDA documents. Coordinate the compilation of supporting documentation and facilitates communication between the Landlord, Lease Administrator and internal Legal group. Process and review all requests by Landlords for Certificates of Insurance. Responsible for the handling and routing of physical mail to the Real Estate Department, as well as the electronic handling and routing of electronic mail via Outlook. Route administrative requests via the proper channels in a timely manner. Other duties as assigned. Additional Requirements: Excellent analytical research, communication, organizational and time-management skills. Proactive team player who can support a large team in a fast-paced, time-sensitive environment. Sound business judgment and ability to deal with ambiguity. Accurate and proficient data entry abilities. Proficiency in computer information systems and an intuitive understanding of Microsoft Office. Proven superior analytical skills and strong attention to detail. Aaron's Total Rewards Our team members are our greatest asset. As an expression of our appreciation, Aaron's is proud to offer outstanding career training, competitive performance incentives, excellent advancement opportunities, and a distinctive benefits package which includes: Paid time off, including vacation days, sick days, and holidays Medical, dental and vision insurance 401(k) plan with contribution matching Note that the pay range provided above is the lowest to highest rate we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee's pay position within the salary range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, any collective bargaining agreements, and business or organizational needs. Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, or any other form of compensation that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company's sole discretion, consistent with the law. Benefits vary based on PT or FT employment status.

Lease Administration Coordinator. This position is based in Atlanta, GA in our Galleria office and is hybrid role. Applicants in CA, CO, DC, HI, IL, MD, MA, MN, NJ, NY, RI, VT, and WA are not eligible for this posting. Lease Administration Coordinato Lease, Coordinator, Real Estate, Processing, Accounting, Retail, Property Management

This position is based in Atlanta, GA in our Galleria office and is hybrid role. _Applicants in CA, CO, DC, HI, IL, MD, MA, MN, NJ, NY, RI, VT, and WA are not eligible for this posting._ **Lease Administration Coordinator** You'll never be bored in this role - and that's a good thing! This administrative role will support the timely processing of Aaron's corporate real estate portfolio; including but not limited to common area maintenance, real estate tax, and property insurance reconciliations and reimbursements. Primary duties will include processing external communications, requesting calculation backup for reconciliations and reimbursement payments, corresponding with landlords and property managers for retail properties within the portfolio. **The Details** **What You Need:** + Knowledge with accounting ledgers, real estate tax assessments, leasing practices and lease language. + Preferred candidates will have a minimum of 1-2 years' experience in commercial real estate including but not limited to lease administration, accounting and property management fields with experience in either (or both) the landlord and tenant sectors. + Associate or bachelor's degree in business, accounting, real estate, finance, or similar field preferred. **What You'll Do:** + Request supporting backup for common area, insurance and real estate tax reconciliations. invoices, statements, other correspondence from issuing parties as requested by the Lease Administrator. + Add received common area, insurance and real estate tax reconciliation billings from Landlords to ImageNow and SharePoint for tracking and processing by the Lease Administrator. + Ensure all urgent matters and defaults are routed accordingly and logged into ImageNow and SharePoint/Lucernex for tracking and processing. + Process requests for Gross Sales Reporting and Financial Statements. + Handles requests from Landlords for Estoppel and SNDA documents. Coordinate the compilation of supporting documentation and facilitates communication between the Landlord, Lease Administrator and internal Legal group. + Process and review all requests by Landlords for Certificates of Insurance. + Responsible for the handling and routing of physical mail to the Real Estate Department, as well as the electronic handling and routing of electronic mail via Outlook. + Route administrative requests via the proper channels in a timely manner. + Other duties as assigned. **Additional Requirements:** + Excellent analytical research, communication, organizational and time-management skills. + Proactive team player who can support a large team in a fast-paced, time-sensitive environment. + Sound business judgment and ability to deal with ambiguity. + Accurate and proficient data entry abilities. + Proficiency in computer information systems and an intuitive understanding of Microsoft Office. + Proven superior analytical skills and strong attention to detail. **Aaron's Total Rewards** Our team members are our greatest asset. As an expression of our appreciation, Aaron's is proud to offer outstanding career training, competitive performance incentives, excellent advancement opportunities, and a distinctive benefits package which includes**: + Paid time off, including vacation days, sick days, and holidays + Medical, dental and vision insurance + 401(k) plan with contribution matching _*Note that the pay range provided above is the lowest to highest rate we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee's pay position within the salary range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, any collective bargaining agreements, and business or organizational needs. Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, or any other form of compensation that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company's sole discretion, consistent with the law._ _**Benefits vary based on PT or FT employment status._

The primary function of this role is to assist the HVAC department with financial billings and day-to-day flow of paperwork, answering phones and dispatching of service calls as necessary. The Company goal is to continuously grow the revenues of the HVAC department while maintaining profits, satisfying customers' requirements, and staying compliant with required guidelines. Additional duties include general clerical and project-based work as well as administrative support for the Service Manager in the HVAC Department. This job requires attention to detail with a focus on data entry, accuracy, and communication. ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned. Prepare, organize and store information in paper and digital form Prepare various contract documents and complete project closeout documentation. Dispatch Service Technicians. Maintain all records in Falcon, including open tickets, creating new sites, and printing off monthly work orders. Assist project managers with job completion including documentation, submitting bids, scheduling inspections, requesting permits, etc. Produce various billing reports, summarizing and analyzing them as necessary, such as the S and N tracker, job cost reports as well as the OPS report. Prepare and send weekly payroll report information. Gathers required records to compile all information needed for project billing. Prepare credit memorandums and change order re-budget sheets to indicate returned or incorrectly billed products or services. Ensures that all project billing and accounting deadlines are met and communicates exceptions as necessary. Follow up on open receivables for projects. Enter & maintain information in FMS to assist with project scheduling. Enter Blue Tickets and follow up on all Blue Ticket tools and materials. Create and process purchase orders. Submit vendor invoices to A/P for payment. Maintain refrigeration usage logs. Compile, maintain and organize Citizens Bank information including assets & filter lists as well as completion tracking. Prepare GPS tracking reports. Answer incoming phone calls as necessary. Work with staff from other departments as needed to resolve issues. Additional job duties/responsibilities as assigned by management. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. QUALIFICATIONS To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. High School Diploma or GED is required. 3+ years' experience in an administrative/billing role is required. Previous experience in the construction industry is a plus. Strong customer service skills and the ability and willingness to learn new systems and processes are required. Experience with Microsoft Office (i.e., Word, Excel, PowerPoint) applications is required. The ability to think strategically, make sound decisions, and produce accurate and timely results is required. Building positive working relationships with multiple levels of employees and management is required. Demonstrating integrity and professionalism is required. Demonstrating commitment to company values is required. Excellent organizational skills are required. Ability to follow-up on tasks and assignments in a timely manner is required. Excellent written and verbal communications skills are required. Ability to prioritize in a fast-paced multi-task environment is required. Ability to perform basic business mathematical functions is required. Ability to work with minimal supervision is required. Ability to work effectively in a team environment is required. Complying with all operating policies, procedures, executed Plans, and Programs is required. LANGUAGE SKILLS Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees, government agencies, customers, vendors and suppliers. PHYSICAL REQUIREMENTS The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is constantly required to talk, hear, and feel. The employee is frequently required to sit, stand, walk, use hands to grasp, and use fingers to maneuver objects. The employee may be infrequently required to lift, pull/push, stoop, kneel, crouch, and reach. Specific vision abilities required by the job include close visual acuity, distance vision, peripheral vision, and depth perception. The physical strength rating of this position is classified as sedentary work which includes exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. Operation of a computer keyboard, headphones, telephone, and hand calculator are required. Understanding of addition and subtraction, simple math, simple drawings, technical reports, and technical instructions is required. In addition, the employee must be able to write or present simple memos, summaries, business letters, and technical reports.

American Fabrication is an Employee-Owned company and has openings for new team members! We are currently recruiting for an Administrative Assistant who can assist project managers and estimators, must be able to type 40 WPM, Proficient in Office Products, specifically Microsoft Excel worksheets, has experience in accounts payable, accounts receivable, QuickBooks, and payroll. Prepare and send out Invoices. Building and Maintaining worksheets and Data, protect confidential information, good communication skills and able to help assist our managers meet deadlines. Standard shifts include Monday through Thursday and half day on Friday. Compensation is based upon your level of experience and qualifications. Ideal candidates will have a valid driver's license, pass a preemployment drug screening, and demonstrate aptitude through skills testing. Additional benefits include Health Insurance, Paid Leave, 401k retirement plan with employer match, and ESOP benefits. Visit AMFAB.US to learn more about this exciting career opportunity! If interested go to our careers section and complete an online application and attach current resume. Equal Opportunity Employer, including disabled and veterans.

Provides high-level clerical and administrative support to the Company CEO. Performs executive-level administrative functions including preparing correspondence and reports, managing schedules and communications, coordinating meetings and travel, and Administrative Assistant, Administrative, Executive, Assistant, Automotive, Support, Chinese

We are seeking a dedicated Receptionist/Administrative Assistant to join our team. The successful candidate will serve as the first point of contact for visitors and callers, providing a welcoming and professional environment. They are responsible for managing front-desk operations, handling communications, maintaining administrative records, and supporting various office functions. This role ensures the smooth and efficient operation of daily office activities by coordinating mail, supplies, and administrative tasks across departments, while also performing additional duties as assigned by management. Key Responsibilities: Welcome visitors by greeting them in person or on the telephone, answering or referring to inquiries. Ensure all voicemail messages to the main office number are taken and directed to staff members. Administrating Visitor Logbook. Ensure that the reception area is kept tidy. Prepare and coordinate and distribute mail, faxes, and packages. Prepare, send, and file Purchase Orders as per request given. Liaise with office suppliers for stationery and cleaning products orders. Maintain pantry supplies and ensure that they are well stocked. Provide support in administrative activities for all departments. Perform additional job duties as assigned by management. Profile Qualifications & Experience: Education: Minimum of 1 year experience in the field. High School Diploma Knowledge & Skills: Excellent Computer Skills with MS Office, Adobe, Outlook. Knowledge of ISO guidelines is a plus. Personal Attributes: Accountability - Takes personal responsibility for the quality and timeliness of work. Attention to details - Diligently attends to details pursues quality in accomplishing tasks. Data Analysis and Problem Solving - Demonstrates the ability to analyze and understand data and information quickly. Task Management - Effectively manages tasks by appropriately focusing on the critical priorities. Adaptability to changing conditions - Adapts to changing business needs, conditions, and work responsibilities. Collaboration - Works efficiently and inclusively with a range of people, both within and outside of the organization. Fluency in English (additional languages a plus) Position location Country USA Location Houston, TX Candidate criteria Minimum level of education required A-levels / Grade 12 Qualification High school Minimum level of experience required Less than 2 years

About the Company Do you love the world of beauty and skincare? This is a fantastic opportunity to be part of a close-knit, collaborative, and entrepreneurial team. Intraceuticals is a global professional skincare brand. The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. About the Role Responsibilities include processing customer orders, assisting the sales team with urgent customer requests, ensuring file organization based on office protocol, and providing ad hoc support around the office as needed. Responsibilities Process customer orders Invoicing Accounts receivable Assist sales team with urgent customer requests Ensure file organization based on office protocol Provide ad hoc support around office as needed Qualify incoming Sales leads and enter in CRM Qualifications Bachelor's degree in Accounting or Business Required Skills Strong interpersonal, customer service, and communication skills Social media and AI savvy Ability to multitask Proficient in Microsoft Office suite. Experience with CRM systems "NetSuite" an advantage. Physically capable, able to lift 22KG. Pay range and compensation package 50K+Depending on qualifications and experience, Full medical after qualifying period Equal Opportunity Statement We are committed to diversity and inclusivity.