Administrative Assistant

Job Description

Job Description

JOB TITLE:

Administrative Assistant

REPORTS TO:

Special Projects Manager / Director of Strategic Initiatives

SUMMARY: The Administrative Assistant provides high-level administrative, operational, and project support to the Special Projects Manager, Director of Strategic Initiatives, and the Office of the President. This role supports executive-level initiatives, coordinates cross-functional activities, and contributes to strategic projects across the organization. This position requires a highly organized, adaptable professional with strong communication skills, attention to detail, and the ability to manage sensitive and confidential information. The role is dynamic in nature, with responsibilities that evolve based on organizational priorities and leadership needs.

DUTIES AND RESPONSIBILITIES: Executive & Strategic Support

Provide administrative support to the Special Projects Manager, Director of Strategic Initiatives. Assist with formal communications to the Board of Trustees, ensuring professionalism and accuracy. Conduct research and compile information for special projects and strategic initiatives. Prepare reports, presentations, and executive-level materials as requested. Maintain confidentiality of all sensitive organizational and strategic information.

Communications & Design Design and distribute newsletters for MountainStar Partners. Create visual materials and presentations using Canva or similar platforms. Support development of internal and external communications.

Travel & Scheduling Coordination Coordinate transportation and travel arrangements for executive leadership and Board-related activities. Organize and schedule meetings, appointments, and calendars using administrative systems. Submit and reconcile expense reports.

Meeting & Event Coordination Schedule, coordinate, and facilitate executive and Board-related meetings. Prepare meeting materials and record minutes as directed. Manage executive conference/board room calendar and ensure readiness for meetings. Assist with planning and execution of events and organizational activities.

Office & Administrative Operations Answer calls, emails, and correspondence in assigned areas. Receive and direct visitors appropriately. Maintain executive office and breakroom supply inventory. Receive and distribute deliveries to appropriate departments. Develop and maintain filing systems and contact lists. Serve as a point of contact for internal and external vendors. Handle administrative requests and queries from the executive team.

Project & Cross-Functional Support Maintain communication across departments as directed. Assist with project work and special initiatives as assigned. Provide general administrative and operational support across multiple functional areas. Perform other related duties as assigned by management.

Competencies Diversity: Demonstrates knowledge of EEO policy; promotes a respectful and inclusive environment. Ethics: Works with integrity; maintains trust and upholds organizational values. Adaptability: Effectively manages competing priorities and adjusts to changing needs. Analytical Skills: Collects and synthesizes data to support decision-making. Dependability: Meets deadlines, follows through on commitments, and takes accountability. Interpersonal Skills: Maintains professionalism, confidentiality, and effective working relationships. Communication: Communicates clearly and professionally in both written and verbal formats. Organizational Support: Adheres to policies and supports organizational goals. Problem Solving: Identifies issues and develops effective solutions. Professionalism: Demonstrates tact, discretion, and composure under pressure. Quality & Productivity: Produces accurate work in a timely manner. Safety & Security: Follows safety procedures and protects organizational resources. Teamwork: Collaborates effectively and contributes to a positive work environment.

Qualifications Minimum of 2–4 years of administrative or executive support experience preferred. Experience supporting senior leadership or Board-level functions preferred. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with Canva or similar design platforms required. Strong organizational, multitasking, and time management skills. Excellent written and verbal communication skills. Ability to handle confidential information with discretion. Strong attention to detail and commitment to quality.

Physical Demands and Work Environment Expectations Role requires flexibility and responsiveness to evolving priorities. Ability to manage multiple assignments with varying deadlines. Professional presence and interaction with executive leadership, Board members, and external stakeholders. Each day may present different responsibilities aligned with strategic initiatives and organizational needs. Prolonged periods of sitting and working at a computer. Ability to occasionally lift office materials (up to 15 pounds).

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.