Administrative Assistant - Remote

We are seeking a highly driven, articulate, and people-focused Administrative Assistant to provide high-level support to 4-5 senior executives across diverse functions. This is a fast-paced, high-volume role that requires exceptional organization, agility and the ability to manage multiple competing priorities simultaneously.

This professional will play a critical role in ensuring each executive’s day runs seamlessly through expert calendar coordination, inbox management, travel planning and expense reporting. As each executive operates with a distinct working style, scope of responsibility, and set of stakeholder relationships, the ideal candidate adapts fluidly — reading context quickly and shifting gears without losing quality or composure.

The ideal candidate thrives in a dynamic, fast-moving environment. They are proactive, detail-oriented and able to anticipate needs, reprioritize quickly and deliver under pressure while maintaining a high level of accuracy and professionalism.

Working scheme: remote.

Contract: Indefinite period

Key Responsibilities:

Executive and Administrative Support

• Provide day-to-day administrative support to 4-5 executives, managing complex and frequently changing calendars across multiple time zones.

• Effectively manage and prioritize competing requests, ensuring urgent and high-impact activities are actioned promptly.

• Monitor executive inboxes, independently triaging, flagging and responding to time-sensitive requests.

• Coordinate high volume meetings and appointments, balancing shifting priorities and tight timelines.

• Arrange end-to-end travel logistics and prepare detailed itineraries to ensure seamless experiences.

• Prepare, reconcile and submit expense reports accurately.

Operational Coordination

• Support the Innovation Leads and Opportunities Pipeline Review, including scheduling, logistics and opportunity tracking.

• Raise and manage purchase requests and purchase order, ensuring accuracy, compliance and timely processing.

• Monitor shared inboxes, voicemails and the Executive fax mailbox, ensuring timely forwarding to appropriate contacts or departments.

• Manage confidential and sensitive information  — including personnel matters, financial data, strategic initiatives, and executive communications — with a high degree of professionalism and discretion, maintaining the integrity and security of all materials at all times.

• Support ad hoc and miscellaneous projects as needed, including administrative and organizational tasks such as file management, document coordination, vendor set-up and invoice coordination/follow-ups and process improvements

• Manage contract administration processes, including coordinating contract execution and maintaining contract records.
• Schedule and coordinate internal training sessions, Advisory Board meetings and AI Champion forums, including logistics, materials, stakeholder communication, maintenance of the AI Champion page and distribution of updates.

Communication and Collaboration

• Liaise effectively with internal and external stakeholders, often handling high-volume communication flows.

• Anticipate needs and offer proactive solutions to optimize workflows and improve efficiency.

• Operate effectively both independently and as part of a team in a fast-paced, deadline-driven environment.

• Contribute to a positive, supportive and high-performing team culture.

Qualifications:

• Strong experience supporting multiple senior leaders or executives in a fast-paced corporate environment, with proven ability to manage competing priorities.
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities under pressure.
• Strong judgement and ability to prioritize effectively in a high-demand environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Excel, Word, PowerPoint, SharePoint, CoPilot).
• High attention to detail with a strong focus on accuracy and delivery.
• A proactive, solutions-oriented mindset with a genuine passion for supporting others and driving efficiency.
• Advanced English proficiency (C1 or above) with a demonstrated ability to independently produce polished, professional communication. All content, reporting, and correspondence is conducted in English. 

#LI-JD1

GP Strategies Corporation is one of the world's leading talent transformation providers. By delivering award-winning learning and development solutions, we help organizations transform through their people and achieve meaningful change. GP Strategies has delivered our innovative consulting, learning services, and talent technology solutions to over 6,000 organizations globally.

From our global experience working across thousands of projects and initiatives over the past 55 years, we've learned that relationships, business, work, innovation, strategy, and transformation are all about people. And, to put it simply, GP Strategies is about our people - an extensive global network of learning experts. Additional information can be found at www.gpstrategies.com.

With more than 4000 employees in over 30 countries, diversity at GP Strategies is second nature! Beyond our locations, our culture focuses on performance and revolves around respect, fairness, and working collaboratively to achieve our goals. We support our People, no matter who they are or where they are from, because we all have valuable and unique perspectives and approaches. That's how great ideas are born, which enable us to work smarter.

GP Strategies is committed and proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth and related conditions, sexual orientation, and gender identity), national origin, age, veteran status, disability, or any other federally protected class.