Administrative Assistant

Job Description

JOB DETAILS

Responsibilities:

• Manage complex calendars for multiple senior leaders, including prioritizing requests and resolving scheduling conflicts.
• Coordinate internal and external meetings, ensuring all logistics are handled seamlessly (scheduling, materials, technology, catering, and follow-ups).
• Arrange and manage domestic and international travel, including detailed itineraries, real-time changes, and related documentation.
• Prepare, submit, and track expense reports (via Concur), ensuring accuracy and timely processing.
• Provide reception desk coverage, serving as backup to receptionist, including greeting visitors, answering phones, and managing inquiries.
• Collaborate with the administrative team to ensure smooth coordination and consistent day-to-day office operations.
• Assist with preparing and maintaining conference rooms, binding marketing materials, and coordinating facilities and maintenance requests.
• Serve as a key point of contact for internal and external stakeholders, maintaining a high level of professionalism and responsiveness.
• Support senior leadership, as well as firmwide operations, by assisting with a range of ad hoc projects and general administrative needs.
• Maintain confidentiality and exercise sound judgment when handling sensitive information.

Qualifications:

• 5+ years of experience in administrative or executive support roles, with a strong track record of managing the needs of multiple senior stakeholders.
• Exceptional attention to detail and follow-through.
• Proven ability to work collaboratively in a team-oriented environment, demonstrating a proactive, adaptable and solution-oriented approach.
• Excellent interpersonal skills, with the ability to build strong relationships and interact effectively with stakeholders at all levels.
• Strong organizational and time management skills, with demonstrated success prioritizing competing priorities and meeting tight deadlines.
• Highly effective written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with Concur or similar expense management platforms preferred.
• Comfortable thriving in a fast-paced,