Administrative Assistant

Key Responsibilities:

• Efficiently manage and coordinate complex calendars for up to 8 team members, ensuring all appointments, meetings, and deadlines are met.
• Prioritize and schedule meetings, both internal and external, considering individual preferences and time constraints.
• Resolve scheduling conflicts, propose alternatives, and proactively adjust appointments as needed.
• Take detailed, accurate meeting minutes during team and client meetings, ensuring all key points and action items are captured and shared with participants in a timely manner.
• Create meeting agendas in advance, ensuring that all necessary topics are covered and shared with relevant participants prior to each meeting.
• Follow up on action items and deadlines to ensure accountability and progress.
• Track and process expenses for the team, including submitting receipts and ensuring compliance with company policies.
• Maintain accurate records of expenses and provide periodic updates to the team on budget status.
• Assist in the preparation of expense reports and coordinate approvals as needed.
• Organize all aspects of business travel, including booking flights, accommodations, transportation, and creating detailed itineraries for team members.
• Handle changes to travel plans and ensure smooth transitions in case of cancellations or rescheduling.
• Ensure team members have all necessary travel documents and information well in advance.
• Coordinate and schedule Zoom meetings, ensuring all meeting details (link, agenda, and participant list) are accurate and timely shared.
• Troubleshoot any virtual meeting issues and provide technical support to ensure seamless execution.
• Monitor meeting times, send reminders, and ensure punctuality for all involved.

Qualifications:

• Proven experience in a similar role (Executive Assistant, Administrative Assistant, or related field).
• Exceptional organizational skills with the ability to manage multiple tasks and priorities.
• Strong written and verbal communication skills.
• Proficiency in calendar management tools, Microsoft Office Suite (Word, Excel, PowerPoint), and Zoom.
• Ability to work independently with minimal supervision, exercising good judgment and discretion.
• Strong attention to detail and accuracy, particularly in meeting minutes and expense reporting.
• Ability to maintain confidentiality and handle sensitive information with discretion.