Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to support daily office operations. This contract position requires someone who can manage front-desk interactions, handle incoming calls effectively, and keep administrative tasks organized and up to date. The ideal candidate brings strong coordination skills, accuracy in data handling, and a helpful approach to supporting both internal teams and visitors.

Calendar Management

● Maintain and update senior leaders’ calendars with a focus on optimizing his/her time and ensuring they are aware of their schedule and upcoming commitments: meetings, conferences, presentations, and media appearances

● Help strategically prioritize the calendar based on what is critical and/or urgent across various internal and external priorities

Meeting Management

● Provide backup executive support for Board management including, preparing and distributing board materials and minutes, coordinate schedules for meetings. Must be available to travel to off site meetings 2-4 times per year in the event the Executive Assistant is not available.

● Lead logistics for in person and virtual meetings, including coordinating meeting dates, invitations, catering, meeting space preparation, and basic audio visual setup

● Attend meetings, record minutes, and distribute meeting notes and action items

Travel Management

● Arrange travel, accommodations, itineraries, and all trip logistics for senior leaders, including expense report submission

● Create travel itineraries and agendas and compile documents for travel-related meetings

Professional Support

● Act as the point of contact between leadership and internal/external clients and stakeholders, filtering and prioritizing inquiries

● Draft, review, and send communications on behalf of leadership

● Assist with special projects and event planning and execution

● Demonstrate a high degree of discretion when managing confidential and sensitive information regarding the senior leader and/or area supported

Office Management

● Manage office operations including supply inventory, maintenance requests, visitor badge administration, mail and package distribution.

● Handle ad hoc office-related tasks and special projects as needed to support operational continuity and senior leaders’ priorities

• Prior experience in an administrative support, office assistant, or receptionist role.
• Ability to handle inbound calls professionally and communicate clearly with a variety of stakeholders.
• Strong data entry skills with careful attention to accuracy and detail.
• Working knowledge of general office procedures and administrative best practices.
• Strong organizational skills with the ability to manage multiple tasks effectively.
• Proficiency with standard office software and administrative tools.