Administrative Assistant

The Administrative Assistant support, working under direct supervision, is responsible for providing day-to-day administrative support to leadership team. This is a key role that involves assisting with a wide range of administrative and operational tasks to ensure smooth and efficient department operations, including but not limited to calendar management, travel coordination, meeting preparation, correspondence management, and assisting with the creation of reports, documents, and invoicing. The ideal candidate will be highly organized, detail-oriented, able to manage multiple priorities, and a skilled communicator and collaborator.

Job Description:

• Interacts with the leadership team and managing sensitive information and communications with a high degree of professionalism.
• Performs diverse administrative duties and multitasks across competing priorities and deadlines in a fast-paced environment, demonstrating flexibility, adaptability, and problem-solving skills in responding to evolving organizational needs.
• Facilitates travel arrangements for team members, coordinating flights, accommodation, and transportation to ensure smooth and hassle-free travel.
• Assists in organizing and planning meetings, events, briefings, conferences, and stakeholder engagements, including coordinating logistics, preparing materials, scheduling catering, and managing RSVPs.
• Supports the management of special projects, tracking progress and following up on outstanding deliverables to ensure deadlines are met.
• Manages incoming inquiries and correspondence, ensuring timely and appropriate responses to stakeholders. Drafts, proofreads, and formats internal and external correspondence, presentations, and reports, communicating clearly and effectively with executives, internal teams, and external partners, and ensuring all documentation adheres to company standards.
• Maintains an organized filing system for departmental documents, both physical and electronic. Ensures that all records are properly maintained and compliant with company policies.
• Processes invoice payments and check requests, assists team members in completing expense reports in accordance with corporate policies, and supports the tracking, reporting, and forecasting of department operating expenses. Manages courier services and tracks deliveries to ensure timely receipt by intended recipients.
• Acquires job skills, becomes familiar with organization policies, and completes routine to moderately complex assignments/tasks, while incorporating AI tools into daily workflows to improve efficiency and accuracy, and making suggestions for continuous improvement.
• Adheres to established company, legal, and regulatory standards and guidelines in all dealings with organization data.

Education:

High School Diploma or General Educational Development (GED) certificate required. Associate or bachelor’s degree preferred.

Experience:

3+ years of relevant experience, administrative support experience.

Competencies:

• Strong initiative and a proactive, solutions-oriented mindset
• Ability to adapt to changing priorities and manage multiple tasks simultaneously
• Strong interpersonal, organizational, written, and verbal communication skills
• Continuous improvement philosophy
• Digital literacy