{"id":1743403,"url":"https://alion.io/job/wolters-kluwer-administrative-assistant","title":"Administrative Assistant","company":{"id":2555,"name":"Wolters Kluwer","domain":"wolterskluwer.com","url":"https://alion.io/company/wolters-kluwer","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":82,"open_postings":71,"ghost_share":0.014,"stale_share":0.634,"repost_share":0.056,"time_to_fill_p50_days":31,"computed_at":"2026-10-22T06:10:10Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["New York, United States","Harrisburg, United States","Albany, United States","Waltham, United States","Boston, United States","Princeton, United States","White Plains, United States","Washington, United States","Allen, United States","Tampa, United States","Philadelphia, United States","Wilmington, United States","Baltimore, United States","United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":41100,"max":68900,"currency":"USD","period":"year","gross":null,"usd_annual":68900},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-10-02T00:00:00Z","employer_posted_date":"2026-10-02","last_verified_at":"2026-10-22T05:56:56Z","board_verified":true,"closed_at":null,"days_open":20,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":20},"description":"Job Description Summary\nWolters Kluwer is seeking a highly organized, proactive, and detail-oriented Executive Administrative to support the Chief Information Security Officer (CISO) and the broader Information Security and technology leadership team. In this highly visible role, you will partner with the CISO and team members to coordinate and manage complex calendars and key meeting rhythms, schedule calls, coordinate events and team activities, arrange domestic and international travel, and support onboarding and off boarding processes.\nAs a key member of the team, you will play a central part in keeping the team organized, responsive, and aligned while enabling leaders to stay focused on strategic priorities. This is an opportunity to operate at the center of a dynamic security organization, helping leaders and teams stay connected, informed, and prepared while contributing to a positive and effective team culture.\nCalendar, Meetings & Communications\nOwn and manage the CISO's complex, dynamic calendar - scheduling, prioritizing, and resolving conflicts across multiple time zones.\nCoordinate and schedule meetings and conference calls, prepare agendas, distribute materials, and capture and follow up on action items.\nServe as a primary point of contact and gatekeeper for CISO, screening and prioritizing requests, correspondence, and incoming communications.\nDraft, proofread, and edit emails, presentations, and team’s correspondence on behalf of the CISO.\nCoordinate logistics for Security Councils, Governance Committees, and Leadership Forums.\nMaintain annual governance calendars and meeting schedules.\nOrganize document repositories, agendas, minutes, and decision records.\nEvents & Travel\nPlan and coordinate team events, offsites, workshops, and leadership meetings - including logistics, venues, catering, and vendor coordination.\nArrange domestic and international travel, including visa, flights, accommodations, ground transportation, and detailed itineraries.\nPrepare and reconcile expense reports and ensure timely submission in line with company policy.\nCoordinate and schedule technical security council meetings, including support executives with Hotel, Food services and transportation as needed.\nTeam Operations & People Support\nCoordinate onboarding and offboarding activities for employees, contractors, consultants, and third-party resources - coordinating equipment, system and access requests, workspace setup, orientation scheduling, and first-day logistics.\nSupport offboarding activities - coordinating access removal, equipment returns, and exit logistics in partnership with HR and IT.\nTrack onboarding and offboarding progress and required approvals.\nMaintain and manage team Clicktime time-tracking and produce regular time and attendance reports for leadership review.\nMaintain team shared drives, and internal documentation.\nCoordinate scheduling for executive visitors, external partners, and vendor meetings.\nManage inboxes, meeting requests, and administrative correspondence where delegated.\nResource & Time Tracking Administration\nProduce and maintain reports covering contractor utilization, resource allocations, timesheet compliance, vacation and leave tracking, organizational headcount, open positions and hiring status.\nSupport month-end and quarter-end reporting cycles.\nCoordinate data collection from leaders for management reporting.\nMaintain team distribution lists, and org charts.\nFinancial & Procurement Support\nManage schedule for budget reviews cycles with Finance.\nProcess purchase requests and purchase orders.\nTrack invoices and vendor-related administrative actions.\nMonitor contractor renewals and contract end dates.\nCoordinate contract routing and approval workflows.\nMaintain records of security-related subscriptions and services.\nGeneral Administration\nHandle confidential and sensitive information with the highest level of discretion and integrity.\nTrack deadlines, deliverables, and follow-ups to keep the CISO and team ahead of key commitments.\nProcess purchase requests, invoices, and vendor paperwork as needed.\nContinuously identify opportunities to improve administrative processes and team efficiency.\nRequired Experience\n7+ years supporting Executives, preferably within Technology, Cybersecurity, Risk, Audit, or Corporate Functions.\nExperience supporting VP, SVP, CISO, CIO, or C-level executives.\nExperience coordinating global meetings across multiple geographies.\nStrong experience with administrative reporting and workforce coordination.\nKey competencies\nExceptional organizational and time-management skills with strong attention to detail.\nExcellent written and verbal communication skills.\nProven discretion and sound judgment when handling confidential and sensitive matters.\nExcellent interpersonal skills.\nProactive and dependable.\nComfortable working with senior executives.\nProficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Zoom, SharePoint); familiarity with expense and travel platforms (e.g., Concur).\nAdept at introducing and utilizing new technologies, including AI tools used by Wolters Kluwer to improve efficiency and productivity for this role.\nFamiliarity with procurement systems (e.g. Coupa).\nAbility to anticipate needs, work independently, and remain calm and effective under pressure.\nA professional, service-oriented, and collaborative approach.\nExperience coordinating contractors, vendors, budgets, or purchase requests is a plus.\nOur Interview Practices\nTo maintain a fair and genuine hiring process, we kindly ask that all candidates participate in interviews without the assistance of AI tools or external prompts. Our interview process is designed to assess your individual skills, experiences, and communication style. We value authenticity and want to ensure we’re getting to know you-not a digital assistant. To help maintain this integrity, we ask to remove virtual backgrounds and include in-person interviews in our hiring process. Please note that use of AI-generated responses or third-party support during interviews will be grounds for disqualification from the recruitment process.\nApplicants may be required to appear onsite at a Wolters Kluwer office as part of the recruitment process.\nCompensation:\n$41,100.00 - $68,900.00 USDCompensation range listed is based on primary location of the position. Actual base salary offer is influenced by a wide array of factors including but not limited to skills, experience and actual hiring location. Your recruiter can share more information about the specific offer for the job location during the hiring process.\nAdditional Information:\nWolters Kluwer offers a wide variety of competitive benefits and programs to help meet your needs and balance your work and personal life, including but not limited to: Medical, Dental, & Vision Plans, 401(k), FSA/HSA, Commuter Benefits, Tuition Assistance Plan, Vacation and Sick Time, and Paid Parental Leave. Full details of our benefits are available upon request.","description_format":"text","description_chars":7052,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Parental leave"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Artificial Intelligence","Professional Services"],"lifecycle":[{"event":"open","at":"2026-10-03T04:30:14Z"}],"visa":[],"liveness":{"score":47,"band":"ok","label":"Likely open","p_open":1,"p_active":0.52,"p_room":0.9,"age_days":20,"expected_fill_days":31,"reasons":["conf:0","stale_co","velocity","win:mid","comp:brand"],"computed_at":"2026-10-22T06:10:10Z"},"pay":{"stated_usd_annual":68900,"is_top_pay":true},"html_url":"https://alion.io/job/wolters-kluwer-administrative-assistant","json_url":"https://alion.io/job/wolters-kluwer-administrative-assistant.json","meta":{"generated_at":"2026-10-22T20:05:08Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":3856,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-23T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2555},"rest":"https://alion.io/mcp/rest/get_company?id=2555"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fwolters-kluwer-administrative-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fwolters-kluwer-administrative-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fwolters-kluwer-administrative-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/wolters-kluwer-administrative-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fwolters-kluwer-administrative-assistant"}]}