Administrative Assistant

(NOTE: This is a full-time, project-based employment opportunity with the company through December 2028. While there may be potential for extension or consideration into a similar role, such opportunities are not guaranteed.)

Overview

We are seeking a highly organized and detail-oriented Administrative Assistant I to provide administrative and coordination support to a Project Director and broader team supporting a large-scale event.

This role operates in a fast-paced environment and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining professionalism and accuracy. The ideal candidate is dependable, proactive, and eager to contribute to efficient day-to-day operations.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support, including calendar coordination, scheduling meetings, and managing routine communications
• Assist with preparing and formatting presentations, reports, and correspondence
• Maintain organized files, records, and documentation (digital and physical)

Meeting & Coordination Support

• Coordinate meetings, including scheduling, logistics, and materials preparation
• Take and distribute meeting notes and track action items
• Support coordination across teams and stakeholders to ensure alignment and follow-up

Operational Support

• Assist with travel arrangements, expense reports, and basic procurement activities
• Support onboarding logistics for new team members
• Monitor and order office and project-related supplies as needed

Project Coordination

• Track basic project tasks, deadlines, and deliverables
• Assist with data entry, reporting, and document management
• Support vendor coordination and invoice tracking as needed

Communication & Organization

• Respond to routine inquiries and escalate issues as appropriate
• Maintain professionalism when handling sensitive information
• Help ensure clear and timely communication across the team

Qualifications

• 13 years of administrative or coordination experience
• Strong organizational and time management skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Strong written and verbal communication skills
• Ability to manage multiple tasks with attention to detail
• Professional, reliable, and collaborative approach