Administrative Assistant

About the Role:

• We are seeking a detail-oriented and highly organized Administrative Assistant to provide day-to-day administrative and operational support to the President and the broader team. This role involves managing schedules, coordinating communication, supporting basic project tasks, and ensuring smooth office and administrative operations. The ideal candidate is proactive, reliable, adaptable, and capable of handling both routine and fast-paced tasks with professionalism.

Key Responsibilities:

• Administrative & Office Support
• Manage calendars, schedule meetings, and assist with travel arrangements.
• Prepare and format documents, reports, presentations, and correspondence.
• Organize electronic files, maintain records, and support general office tasks.
• Serve as a primary point of contact for routine communications and inquiries.

Project & Task Coordination:

• Assist with tracking ongoing tasks and follow-ups across departments.
• Prepare meeting notes, action item lists, and simple project updates.
• Support the drafting of emails, summaries, and basic documentation.

Business Operations Support:

• Coordinate administrative needs across Smart Structures and associated entities.
• Assist with documentation for contracts, proposals, and RFP responses (as needed).
• Communicate with vendors, clients, and internal teams to support smooth workflows.
• Personal & Miscellaneous Support (Light-Level)
• Assist with basic personal scheduling and occasional errands as required.
• Handle all information with strict confidentiality and professionalism.

Skills & Qualifications Must-Haves:

• Prior experience as an Administrative Assistant, Office Assistant, or similar role.
• Strong organizational, time-management, and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite; ability to learn new tools and software.
• Proactive mindset with the ability to work independently and follow through on tasks.
• Flexibility to support a combination of administrative and light personal tasks.

Nice-to-Haves:

• Experience supporting senior leaders or executives.
• Familiarity with technology-driven or AEC/Infrastructure environments.
• Comfort drafting professional emails, summaries, and basic business communication.

What We’re Looking For:

• We are a dynamic, fast-moving organization seeking someone who:
• Can manage shifting priorities with composure and efficiency.
• Brings organization and clarity to a busy work environment.
• Demonstrates strong follow-through and a “get it done” attitude.
• Operates with discretion, reliability, and a high degree of trust.