Administrative Assistant (Part-time)

Administrative Assistant Position

Our client is seeking a proactive, organized, and dependable part-time administrative assistant to support its corporate headquarters in Ridgefield, Connecticut. This key role provides front desk, office administration, and executive support within a dynamic corporate environment. The ideal candidate is self-motivated, enjoys staying busy, anticipates needs, and takes ownership of responsibilities. This position offers an excellent opportunity for career growth, supporting multiple departments and handling confidential information with professionalism. Initially part-time, the role is expected to transition into full-time during a maternity leave in January 2027, with potential for permanent placement based on performance and business needs.

Key Responsibilities:

• Serve as the first point of contact for visitors, employees, and incoming inquiries, delivering professional customer service.
• Manage front desk reception, answer, screen, and direct calls and emails efficiently.
• Coordinate calendars, schedule meetings, and assist with appointments for senior staff.
• Perform data entry and maintain accurate electronic and physical records.
• Create, format, and maintain Excel spreadsheets and administrative reports.
• Prepare correspondence, presentations, and business documents as needed.
• Organize and maintain electronic and physical filing systems.
• Manage incoming and outgoing mail, deliveries, and packages.
• Monitor and replenish office supplies, including kitchen and workspace essentials.
• Support day-to-day office operations and administrative needs.
• Assist with expense reports, tracking, and reconciliation tasks.
• Provide administrative support for occasional executive travel arrangements.
• Support the Chief of Staff and Office of the CEO with priority requests and special projects.
• Collaborate with departments such as HR, Legal, Marketing, Sales, and IT.
• Maintain discretion with confidential business and executive information.
• Identify opportunities to assist the team proactively.
• Prioritize multiple tasks to ensure timely, accurate completion.
• Provide additional administrative and reception coverage as required by business needs.

Required Qualifications:

• 3+ years of relevant administrative, receptionist, or office coordination experience, preferably in a corporate setting.
• Strong organizational skills with attention to detail.
• Excellent written and verbal communication abilities.
• Ability to independently manage and prioritize multiple tasks.
• Demonstrated initiative, accountability, and ownership of responsibilities.
• Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Teams.
• Experience using SharePoint and expense reporting systems like Concur is a plus.
• Comfortable downloading and using Microsoft Authenticator for secure access.
• Reliable transportation and a commitment to working fully onsite.
• Flexibility to support occasional full-day coverage and temporary full-time hours during maternity leave.
• Ability to support executives and interact professionally with multiple departments.
• Discretion when handling sensitive information.
• Willingness to learn new technology and troubleshoot routine system issues independently.
• Effective when working independently and collaboratively.
• Comfortable transitioning between reception duties and administrative projects.

Preferred Skills & Experience:

• Experience supporting high-level executives.
• Knowledge of office management best practices.
• Previous experience in a fast-paced corporate environment.
• Ability to adapt to changing priorities and deadlines.
• Technology-savvy with a quick-learning mindset.