Administrative Assistant

Overview

Join Ecolab’s team to help create a world in which we all thrive. Ecolab is seeking an Administrative Assistant II to join our team working remotely supporting the Distribution Sales group within our Institutional division. You’ll be at the heart of a dynamic team, supporting two AVPs and other senior leaders and helping drive business success. You’ll bring structure, clarity, and energy to every task—whether it’s coordinating meetings, managing calendars, or supporting HR, finance, and customer-facing processes.

• Starting on Day 1:
  Access to our comprehensive benefits package including medical, dental, vision, matching 401K, company-paid pension, stock purchase plan, paid parental leave, select discounted childcare resources, and more!
• The opportunity to take on meaningful challenges, helping customers achieve clean water, safe food, and healthy environments
• The ability to make an impact and shape your career with a company that is passionate about growth
• The support of an organization that values diverse people, perspectives, and ideas

• Perform general administrative duties in support of individuals, teams, and business processes
• Compile and analyze basic information for inclusion in reports or presentation materials; prepare charts, graphs, and tables as needed
• Coordinate meeting logistics, including reserving conference rooms, setting up equipment, and preparing materials
• Manage calendars across time zones and ensure leaders are where they need to be, when they need to be there
• Support financial processes such as corporate card reconciliation, invoice tracking, and budget planning
• Arrange domestic and international travel, including visa processing
• Provide HR-related support for hiring, onboarding, promotions, transfers, and terminations
• Assist with processing legal contracts and maintaining accurate customer master data
• Compile and edit presentation content from multiple sources and distribute reports to stakeholders
• Maintain agendas, action item lists, and program plans, escalating issues when needed
• Respond to routine correspondence following established procedures
• Create and manage SharePoint sites and shared drives to keep teams organized
• Communicate proactively to meet internal and external client needs
• Maintain key relationships with customers and internal departments to understand and support customer expectations
• Assist with customer issue resolution, including invoice discrepancies, reporting, and service concerns
• Provide back-up support to other administrative team members as needed
• Organize and maintain office systems, supplies, and equipment

• Location:
  
  Remote, can live anywhere in the US
• Work Week and Shift: Monday - Friday, Core Business Hours

• You’ll support senior leadership in a fast-paced, high-impact environment
• You’ll be a trusted partner in both day-to-day operations and strategic initiatives

• High school diploma/GED or equivalent
• Two years of administrative experience
• Immigration sponsorship is not available for this position

• Bachelor’s degree
• Intermediate proficiency in MS Office (Outlook, Excel, PPT)
• Experience successfully managing multiple, competing priorities to meet deadlines
• Excellent verbal and written communication skills, with a strong customer service focus
• Organizational skills and attention to detail
• Experience anticipating needs, being resourceful, and using sound judgment and tact
• Critical thinking, analytical, and problem-solving skills
• Learning agility; experience quickly gaining knowledge of organizational operations, procedures, and staff
• Experience working independently, as well as collaborating in a team environment
• Reliability, flexibility and approachability
• Process oriented, adaptable, reliable, flexible and approachable

At Ecolab, we prioritize our talent-first philosophy by creating the most capable and diverse team to excel at our nearly three million customer sites. Our solutions deliver science-based solutions, data-driven insights and world-class service to advance food safety, maintain clean and safe environments, and…