We are seeking a highly organized, proactive, and dependable Administrative Assistant to support daily office operations and provide direct support to executive leadership. This role requires strong multitasking abilities, excellent communication skills, and a high level of discretion when handling sensitive information. The ideal candidate thrives in a fast-paced environment and takes pride in keeping operations running smoothly.
Key Responsibilities
- Manage calendars, including scheduling meetings, avoiding conflicts, and sending reminders
- Book conference rooms and coordinate virtual meetings (Zoom, Microsoft Teams)
- Monitor and manage email inboxes (screen messages, flag priorities, draft responses as needed)
- Answer and direct incoming phone calls
- Send and receive eFaxes
- Maintain organized filing systems (digital and physical)
- Perform data entry and maintain accurate internal records
- Coordinate complex schedules for two executive leaders
- Prepare meeting materials (agendas, presentations, printed documents)
- Take detailed meeting notes and track action items and follow-ups
- Arrange travel, including flights, accommodations, and itineraries
- Process expense reports and reimbursements
- Serve as a gatekeeper by prioritizing access to leadership and managing requests
- Order and maintain office supplies and equipment
- Manage relationships with vendors (supplies, coffee service, maintenance, etc.)
- Ensure common areas (kitchen, conference rooms) are organized and ready for use
- Receive, sort, and distribute mail, packages, and eFaxes
- Troubleshoot minor office issues (e.g., printer jams, postage refills)
- Coordinate office repairs and maintenance as needed
- Assist in planning team events and office celebrations
- Track PTO and attendance on behalf of executive leadership
- Run occasional errands (bank deposits, supply pickups, etc.)
- Provide cross-functional support to departments such as sales, marketing, and operations
Experience
- 3–5 years of administrative support experience required
Essential Skills
- Strong self-management and accountability
- Excellent organization and time management with the ability to multitask effectively
- Clear and professional communication skills (written and verbal)
- High level of discretion when handling confidential information
- Adaptability and flexibility in a dynamic work environment
- Proficiency in Microsoft 365 and common office tools (scheduling, task management, etc.)
- Strong service mindset and interpersonal skills
- Effective problem-solving and sound decision-making abilities
- High integrity and professionalism
Work Environment
- Fully office-based role (in-person required)
We’re looking for someone who is proactive, detail-oriented, and ready to be a key contributor to a collaborative team environment. If you enjoy supporting leadership and keeping operations running seamlessly, we encourage you to apply.
