Administrative Aide III

POSITION
Administrative Aide III

Position Type: Temporary
Schedule : M-F, 8:00 am - 5:00 pm; Hybrid (Mon & Tues - Onsite, W-Fri - WFH)
Assignment Length: Approximately 12-Months, possibly longer.

DESCRIPTION
The Administrative Aide III is a high-level administrative support role responsible for providing comprehensive, confidential, and proactive assistance to assigned leaders. This position requires strong organizational skills, sound judgment, and the ability to manage multiple priorities with minimal supervision in a fast-paced environment.

The role supports daily operations, executive scheduling, meeting coordination, reporting, and special projects while serving as a key point of contact for internal and external stakeholders.

Key Responsibilities

• Manage calendars, schedule meetings, appointments, and conferences while prioritizing conflicting demands
• Coordinate and support meetings, including room setup, materials, logistics, and catering
• Assist with meeting minutes, track action items, and ensure follow-up
• Prepare templated weekly, monthly, and quarterly reports
• Draft documents and presentations on behalf of assigned leaders
• Serve as a primary point of contact for internal and external communications
• Order office supplies and support office setup, including onboarding support for new hires
• Prepare, submit, and track expense reports; resolve discrepancies as needed
• Perform general office support and assist team members as requested
• Support special projects and ad-hoc administrative tasks
• May provide work direction to lower-level administrative staff

REQUIREMENTS

• High School Diploma or equivalent
• 2-4 years of relevant administrative or office experience (or equivalent combination of education and experience)
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
• Strong organizational, time-management, and multitasking skills
• Excellent written and verbal communication skills
• High attention to detail and ability to handle confidential information
• Typing speed of approximately 50 WPM
• Ability to coordinate the schedule of an Executive VP and other leaders