Administrative Assistant

Job Description

ABOUT JOB

The Administrative Assistant provides administrative and organizational support to the company Operations team by coordinating schedules, maintaining accurate records, preparing documents, and assisting with reporting and communication. This role helps ensure day-to-day operational activities run efficiently by keeping information organized, supporting leadership with administrative tasks, and providing timely assistance across multiple projects.

This position requires exceptional organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced environment.

Duties/Responsibilities:

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to Operations leadership.
• Maintain organized electronic filing systems and operational documentation.
• Prepare reports, spreadsheets, presentations, and other business documents.
• Assist with document creation, formatting, proofreading, and distribution.
• Coordinate internal communications and follow up on administrative action items.
• Schedule conference calls, virtual meetings, and meeting rooms as needed.

Calendar & Scheduling

• Manage calendars for assigned Operations leaders.
• Schedule meetings, interviews, and recurring team meetings.
• Coordinate meeting logistics, invitations, agendas, and supporting materials.
• Track important deadlines, appointments, and recurring events.
• Assist with travel arrangements and expense documentation when applicable.

Data & Reporting Support

• Maintain accurate operational spreadsheets, databases, and tracking logs.
• Enter, update, and verify information within company systems.
• Assist with compiling recurring operational reports.
• Organize data for leadership review and presentations.
• Review information for completeness and notify leadership of missing or inconsistent data.

Project & Team Coordination

• Support administrative coordination of operational projects.
• Track assignments, meeting follow-ups, and due dates.
• Assist with organizing project documentation and shared resources.
• Coordinate information between departments to ensure timely communication.
• Help prepare materials for meetings, presentations, and operational reviews.

General Office Support

• Answer and route phone calls, emails, and other communications professionally.
• Assist with ordering office supplies and operational materials as needed.
• Support onboarding paperwork and administrative coordination for new hires.
• Maintain confidentiality when handling employee and company information.
• Perform other administrative duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of administrative support experience.
• Strong proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint).
• Experience with Google Workspace.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Ability to handle confidential information with professionalism.

Preferred

• Experience supporting operations, logistics, construction, staffing, or field service teams.
• Experience using project management or collaboration tools such as Smartsheet, Monday.com, Asana, or Airtable.
• Experience preparing reports and working with spreadsheets.
• Familiarity with scheduling software and calendar management.

Desired Skills

• Excellent organization and attention to detail
• Professional written and verbal communication
• Strong customer service mindset
• Time management
• Dependability
• Initiative and self-motivation
• Adaptability
• Critical thinking
• Strong follow-through
• Ability to manage multiple priorities

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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