Administrative Assistant

Working at Freudenberg:
We will wow your world!

Calendar Management & Scheduling

• Manage and maintain complex, high-volume calendars using Microsoft Outlook.

• Coordinate meetings across multiple stakeholders, locations, and time zones, resolving conflicts and adjusting schedules as priorities shift.

• Demonstrate superior Outlook skills, including effective use of scheduling tools, calendar sharing, meeting coordination, and follow-up.

• Prepare agendas, calendar holds, and meeting logistics to ensure efficient use of leadership time.

Travel & Logistics Coordination

• Plan and coordinate complex domestic and international travel, including flights, lodging, ground transportation, itineraries, and visa or documentation requirements as applicable.

• Manage detailed travel logistics while accommodating individual preferences and last-minute changes.

• Prepare comprehensive itineraries and ensure smooth execution across time zones.

Documentation, Meetings & Communications

• Prepare, format, and maintain professional documentation, reports, and correspondence with a high level of accuracy and attention to detail.

• Create, edit, and update Excel spreadsheets, PowerPoint presentations, and Word documents to support leadership meetings and operational needs.

• Coordinate meetings, conference calls, and events, including preparation of materials, agendas, and follow-up items.

• Maintain organized electronic and physical filing systems for business, financial, and personnel-related documentation.

Expense Management & Administrative Operations

• Prepare, submit, and track executive expense reports, ensuring compliance with company policies and timely reimbursement.

• Support invoice processing, purchase orders, and other administrative transactions.

• Maintain organized electronic and physical filing systems for sensitive business, financial, and personnel records.

Partnership, Problem-Solving & Confidentiality

• Serve as a key point of contact for internal and external stakeholders, exercising discretion and professionalism at all times.

• Anticipate executive needs, identify potential issues, and proactively recommend solutions.

• Handle highly confidential and sensitive information with exceptional discretion and sound judgment.

• Support special projects and cross-functional initiatives requiring independent action, analysis, and coordination.

• Associate’s degree or equivalent professional experience required.

• 3-5 years of progressive administrative experience, including recent experience supporting senior executives (VP level and above) in a fast-paced corporate environment.

• Advanced proficiency in Microsoft Office Suite, with demonstrated strength in Outlook calendar management, Excel (spreadsheets, tracking, basic analysis), PowerPoint (presentation preparation and formatting), and Word (documentation and correspondence).

• Experience using Power BI and AI Software preferred.

• Demonstrated expertise in managing complex executive calendars across multiple leaders and competing priorities.

• Proven experience coordinating complex domestic and international travel arrangements.

• Extensive experience preparing and managing executive expense reports.

• Exceptional organizational, time management, and problem-solving skills with outstanding attention to detail.

• Strong written and verbal communication skills with professional executive presence.

• Proven ability to work independently, exercise judgment, and adapt quickly to changing priorities.

The Freudenberg Group is an equal opportunity employer that is committed to diversity and inclusion. Employment opportunities are available to all applicants and associates without regard to race, color, religion, creed, gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity or expression, national origin, ancestry, age, mental or physical disability, genetic information, marital status, familial status, sexual orientation, protected military or veteran status, or any other characteristic protected by applicable law.

Freudenberg Medical LLC