Administrative Assistant

Administrative Assistant Role

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.

The Role : We are seeking a proactive and highly organized Administrative Assistant to support the Senior Director, Transport in the Americas, along with their direct leadership team. This role is ideal for someone who thrives in a fast-paced, collaborative environment and enjoys managing logistics, communications, and administrative operations. The successful candidate will be a trusted partner, ensuring smooth day-to-day operations and enabling the team to focus on strategic priorities. We are looking for someone in the Phoenix, AZ area.

Responsibilities :

• Assist in the compilation and distribution of materials prepared for leadership meetings.
• Process expense reports and invoices.
• Act as a Gatekeeper of all contact with the public, clients, and staff coming through the executive's office.
• Manage extensive and complex calendars for Senior Director (and his direct reports) in a fast-paced and dynamic environment.
• Coordinate and organize team events / meetings, workshops, and offsites, including venue coordination, catering, material preparation and distribution, speaker coordination and logistics.
• Arrange and maintain extensive travel plans and itineraries for both international and domestic travel.
• Responsible for processing department invoices utilizing the accounts payable system (Catalyst).
• Manage calendars, schedule meetings, and coordinate logistics for internal and external engagements.
• Support travel planning and expense reporting for the Senior Director and team members.
• Assist in preparing presentations, reports, and communications for leadership and cross-functional meetings.
• Maintain department documentation, files, and records with confidentiality and accuracy.
• Process invoices and collaborate with Finance to ensure timely and accurate coding and payment.
• Coordinate onboarding logistics for new team members and support general office operations.
• Serve as a liaison between the Transport leadership team and other departments across Xylem.
• Provide general administrative support including ordering supplies, managing shared inboxes, and responding to inquiries.

Qualifications :

The estimated hourly range for this position is $XX to $XX per hour plus bonus. Starting pay is dependent on multiple factors, such as skills, experience and work location, and is not typically at the top of the range. At Xylem we offer a competitive compensation package with a generous benefit package, including Medical, Dental, Vision plans, 401(k) with company contribution, paid time off, paid parental leave and tuition reimbursement.

Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world. At Xylem, you'll not only contribute to solving water issues but also have the chance to make a difference through our paid Volunteer Program, Xylem Watermark. We prioritize our employees' well-being through inclusion and belonging as well as our Employee Resource Groups (ERG). Proud to be an Equal Employment Opportunity (including disability and veterans) and Affirmative Action workplace, Xylem fosters an inclusive environment free from discrimination or harassment. Please note that the information in this job description outlines the general nature of the position and is not an exhaustive list of duties. Xylem is dedicated to providing reasonable accommodations to enable all employees to perform their essential job functions. We reserve the right to modify this job description and assign additional duties as needed. Embrace the opportunity to be part of Xylem's transformative journey in shaping the future of water technology!