Administrative Assistant

Administrative Assistant

This role provides comprehensive administrative support to senior business leaders and teams operating in a high-volume, fast-paced environment. This position requires a highly competent, proactive, motivated, and organized professional who excels at managing competing priorities and delivering results through strong communication.

Perform general administrative duties including copying, filing, faxing, and archiving while supporting ad-hoc projects, committees, and group events.

Provide extensive calendar management and coordinate scheduling of internal and external meetings and calls.

Manage a high volume of phone calls and emails, relay information in a timely manner, and interact professionally with senior business leaders.

Deliver office management support while maintaining workflow, including ad-hoc tasks, seating management, and assisting with new hire integration.

Collaborate with internal teams to facilitate office relocations.

Coordinate room bookings for internal and external meetings, video conferences, and Zoom sessions across multiple locations.

Respond promptly to client requests and handle related logistics and follow-ups effectively.

Log and manage client interactions accurately and efficiently.

Arrange events such as marketing activities and client field trips.

Partner with internal stakeholders to facilitate conferences and meetings.

Prepare and distribute divisional correspondence, memos, letters, reports, and other documents as requested.

Coordinate a high volume of domestic and international travel arrangements for the team, including visa applications, flight and accommodation bookings, and car bookings.

Manage expense preparation in a timely manner, including monthly invoices and payment arrangements.

Support onboarding of new hires as well as processing of employee transfers and terminations.

Implement divisional policies and provide guidance to the team.

Support teams with day-to-day issues, needs, and queries in a responsive manner.

Monitor supply inventory and coordinate with building services for equipment maintenance and supply requests.

Required qualifications include 3+ years of experience in an administrative capacity preferred, strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook, experience with expense management tools such as Concur is a plus, dependability, high attention to detail, and the ability to multi-task effectively, ability to prioritize a variety of time-sensitive tasks with a sense of urgency and focus on delivering results, consistent, professional communication skills in person, on the phone, and via email when interacting with senior-level executives, excellent interpersonal skills and a positive attitude when managing calendars and workload, comfortable working with people at all organizational levels, both internally and externally, must be a team player who works well under pressure within a changing environment, flexible and adaptable to support across multiple teams, exercises discretion when dealing with confidential business matters, strong ability to independently problem-solve, experience working with large teams in a highly demanding environment is desirable, highly self-motivated, organized, and detail-oriented with a strong customer service orientation.