Administrative Assistant

Why Choose Suddath to “Move” your Career to the Next Level?

At Suddath, you can be part of something special and inclusive!  Join a team that has a 100+ year reputation for excellence as an innovative, growing and financially stable company that is dedicated to promoting a culture that thrives on inclusion and diversity. From numerous awards to being recognized as one of the best places to work, Suddath offers a caring, family environment while providing relocation and logistics services to people and companies all around the world.

What We Offer!

• A competitive wage with a comprehensive benefits package, including a 401(k) plan with company matching
• Weekly pay for hourly-paid employees.  Biweekly pay for salaried employees.
• Paid Time Off (PTO) and paid company holidays
• A tuition reimbursement plan where employees are encouraged to continue their education and development
• For more information on our benefit offerings, please visit https://suddath.com/about/careers/ and scroll down to view our employee benefits. 

General position summary:

This role provides comprehensive administrative, operational, communications, event, project, compliance, and workplace support for organizational leaders and employees. It combines executive assistance with office coordination, employee engagement, business documentation, and workplace readiness responsibilities.

·        Executive leadership support: The position manages calendars, meetings, travel, agendas, reports, communications, follow-up items, confidential information, and expense reporting, including receipt reconciliation and submissions through Chrome River.  

·        Office and employee experience: Responsibilities include coordinating facilities, vendors, maintenance, supplies, workplace services, onboarding logistics, office expenses, and solutions for employee and visitor needs. Secondary communications support covers digital announcements, workplace displays, recognition, events, business updates, and leadership messaging.  

·        Events and process coordination: The role plans and executes meetings, Town Halls, celebrations, employee appreciation activities, leadership gatherings, and team-building events while managing logistics, vendors, budgets, timelines, on-site coordination, and feedback. It also maintains project trackers, SharePoint materials, Microsoft Forms, action items, records, and process improvements across departments.  

·        Compliance and qualifications: Duties include maintaining records, supporting compliance submissions, certifications, renewals, audits, notarization, safety initiatives, emergency preparedness, and required training. Preferred qualifications include an associate degree or equivalent experience, five or more years in relevant administrative or coordination work, strong organization and communication skills, discretion, judgment, adaptability, vendor coordination, event management, and proficiency with Microsoft 365, SharePoint, Microsoft Forms, Canva, expense systems, and related digital tools.   

Essential Duties & Responsibilities:

Executive & Leadership Support

• Provide day-to-day administrative and operational support to the President, Senior Leadership Team and staff
• Manage calendars, scheduling priorities, meetings, appointments, and related logistics.
• Prepare agendas, presentations, reports, correspondence, meeting materials, and other leadership documents as needed.
• Coordinate leadership meetings, staff meetings, Town Halls, departmental report-outs, and other leadership activities.
• Coordinate executive and leadership travel as needed, including airfare, hotel accommodations, ground transportation, registrations, itineraries, and related arrangements.
• Prepare, process, and track expense reports and support documentation.
• Draft and coordinate internal and external communications on behalf of leadership as requested.
• Track follow-up items, approvals, commitments, and deadlines to help ensure leadership priorities remain on schedule.
• Exercise discretion and maintain confidentiality when handling sensitive business and employee information.

• Collect and organize travel, meal, supply, and other business-related receipts from leadership, and manage the preparation, submission, tracking, and reconciliation of expense reports and supporting documentation in Chrome River

Office Operations & Workplace Experience

• Support day-to-day office operations to maintain an organized, professional, efficient, and welcoming workplace.
• Serve as a liaison among employees, Facilities, vendors, and service providers.
• Coordinate office maintenance requests, workspace needs, supplies, and office services.
• Manage relationships and day-to-day coordination with catering, event, and office service vendors.
• Monitor and track office-related expenses and assigned budgets.
• Support new-hire and onboarding logistics, including workspace preparation, supplies, business cards, and other workplace needs.
• Help identify and resolve workplace needs that impact the employee and visitor experience.

Internal Communications | Secondary Support

• Provide secondary support for employee and organizational communications as requested.
• Assist with employee communications distributed through digital channels, workplace displays, and other internal platforms.
• Support office-screen content, announcements, employee recognition, event communications, and business updates.
• Assist with leadership messaging and organizational communication initiatives.
• Coordinate with appropriate internal stakeholders to help ensure communications are timely, accurate, professional, and aligned with company objectives.

Event Planning & Employee Engagement

• Plan, coordinate, and execute assigned company meetings, Town Halls, employee appreciation activities, celebrations, leadership gatherings, and team-building events.
• Manage event logistics including venues, catering, décor, vendors, materials, invitations, registration, timelines, and on-site coordination.
• Track event budgets, proposals, expenses, and vendor agreements.
• Coordinate with internal stakeholders and external vendors to ensure events are executed professionally and within established expectations.
• Provide day-of event coordination and logistical support.
• Gather feedback following events and identify opportunities for continuous improvement.
• Support employee engagement initiatives that strengthen workplace culture, recognition, connection, and the overall employee experience.

Project Coordination & Process Support

• Support assigned cross-functional projects and business initiatives.
• Develop and maintain project trackers, reporting resources, SharePoint materials, Microsoft Forms, and supporting documentation as needed.
• Monitor assigned action items, approvals, deliverables, and deadlines.
• Facilitate communication and coordination across departments to improve visibility, organization, and follow-through.
• Identify opportunities to streamline administrative workflows and improve operational efficiency within areas of responsibility.
• Maintain organized records and documentation for projects and recurring business processes.

Compliance & Business Support

• Maintain assigned organizational records and business documentation.
• Coordinate or support annual compliance submissions, certifications, renewals, and reporting requirements within the scope of the position.
• Serve as a Notary Public for applicable business documentation.
• Assist with document management and audit preparation as requested.
• Track required approvals, submissions, renewals, and other key business requirements.

Safety & Workplace Readiness | Ad Hoc Support

• Provide ad hoc administrative and coordination support for workplace safety initiatives.
• Assist with safety communications, committee activities, preparedness efforts, and employee awareness initiatives as requested.
• Maintain required workplace certifications and training applicable to the position.
• Support emergency preparedness and workplace readiness activities as needed.

Job Skills Required:

• Exceptional organizational, prioritization, and time-management skills.
• Strong written and verbal communication skills.
• Demonstrated discretion when handling confidential or sensitive information.
• Strong interpersonal, customer-service, and relationship-building abilities.
• Excellent project coordination, follow-through, and attention to detail.
• Ability to work independently, exercise sound judgment, and take initiative.
• Strong problem-solving skills and the ability to anticipate needs.
• Ability to adapt quickly to changing priorities and business needs.
• Demonstrated ability to manage competing demands and meet deadlines.
• Collaborative approach with the ability to work effectively across departments and levels of the organization.
• Strong vendor coordination and event-management skills.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Other Duties & Responsibilities:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Education & Experience:

• Associate degree preferred; an equivalent combination of education and relevant professional experience may be considered.
• Five or more years of experience in administrative support, executive support, office operations, project coordination, event coordination, or a related field preferred.
• Demonstrated experience supporting senior-level leaders and managing multiple priorities simultaneously.
• Experience coordinating events, employee engagement activities, projects, vendors, or workplace operations strongly preferred.

TRAVEL:

• No travel required.

Language Skills:

·       Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

·       Ability to write routine reports.

• Ability to speak effectively before groups of customers or employees of the organization.
• Excellent written and verbal communication skills.

Mathematical Skills:

·      Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

·      Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Operations:

• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with SharePoint and Microsoft Forms.
• Experience with Canva or similar design/content-creation platforms.
• Familiarity with expense management and travel systems.
• Experience with digital communication, event registration, project tracking, and content-management tools.

Planning/Organization:

·       Ability to prioritize and re-prioritize as situations and needs change throughout the workday

·       Ability to multi-task and organize workflow to manage daily responsibilities, meet deadlines and prioritize work

Certificates/Licenses/Registrations:

·       None required.

Working Conditions:

·       Cubicle working environment

·       Noise level in the work environment is usually moderate

Physical/Environmental Demands:

Activity:

·      Stand - Under 1/3 Time

·      Walk - Under 1/3 Time

·      Sit – Over 2/3 Time

·      Use hands to finger, handle, or feel - Over 2/3 Time

·      Reach with hands and arms – 1/3 to 2/3 Time

·      Climb or balance – None

·      Stoop, kneel, crouch or crawl – Under 1/3 Time

·      Talk or hear – over 1/3 to 2/3 time

·      Taste or smell – None

·      Other - None

Physical Activity Level:

• The employee must occasionally lift and/or move up to 10 pounds.
• While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.
• The employee is occasionally required to reach with hands and arms.

Manual Dexterity:

·       Manual dexterity sufficient to reach/handle items, works with the fingers, and perceives attributes of objects and materials.

Special Vision Requirements:

·      Specific vision abilities required by this job include close vision and ability to adjust focus.

The Suddath Companies is a multifaceted group of companies that specialize in worldwide corporate employee relocations, household moving, warehouse and logistics management and specialized transportation services.

The Suddath Companies provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.