Administrative Assistant

Job Description

ABOUT JOB

The Administrative Assistant will report to the Executive Assistant to the CEO. In this role, you will play a critical part in ensuring seamless day-to-day operations, contributing to the efficiency and success of the executive team and broader organization. We’re seeking a detail-oriented individual with exceptional communication skills and a proactive approach to administrative support.

This role is onsite and requires you to be onsite during core business hours of Monday – Friday, 8 am – 5 pm. Occasional flexibility outside of regular business hours may be required to support Board meetings, Executive Leadership Team meetings, and other critical executive events.

What You’ll Do

• Manage executive expense reports, meticulously tracking expenses and facilitating invoice processing.
• Manage complex executive calendars for assigned leaders, coordinating meetings across multiple stakeholders and balancing competing priorities.
• Coordinate travel arrangements and logistics for assigned executives, including itineraries, transportation, and schedule integration.
• Assist with compiling, formatting, and distributing reports, presentations, and documentation using Microsoft Office tools.
• Manage incoming external communications, including calls, emails, and inquiries, ensuring prompt responses and effective routing to appropriate stakeholders.
• Facilitate seamless communication and coordination among team members and external stakeholders.
• Coordinate small team events, offsites, lunches, and meeting logistics, including catering, room reservations and attendee communications.
• Provide exceptional executive support by coordinating meeting logistics, food and beverage arrangements, and other day-to-day administrative needs.
• Coordinate and oversee all executive visitors, ensuring a warm welcome and smooth experience during their time onsite.
• Manage incoming mail, product orders, and inventory with precision and efficiency.

What You Bring

• Bachelors preferred or equivalent experience
• Exceptional communication and interpersonal skills, with a keen eye for detail.
• Commitment to maintaining strict confidentiality and handling sensitive information with discretion.
• Proven ability to manage multiple tasks simultaneously, demonstrating strong organizational and time management skills.
• Initiative-driven mindset, with a proactive approach to problem-solving and a knack for recommending solutions independently.
• Ability to remain composed and positive in high-pressure situations.
• Experience using Microsoft Outlook and Microsoft Office applications, including Word, PowerPoint, Excel, and Teams.

Are you interested in this position?

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

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