Administrative Assistant II

Overview

• Provide administrative support to the Executive Administrator and team, ensuring efficient office operations and assisting with special projects.
• Coordinate meetings, manage conference spaces, and handle logistics such as catering and guest registration.
• Format presentations and compile slides from multiple contributors for professional delivery.
• Submit facilities, IT, and access request tickets to ensure seamless office functionality.
• Prepare travel itineraries and materials to support executive travel arrangements.
• Manage office supplies, production materials, and community room resources for executive spaces.
• Review and route mail appropriately, including handling complaints and legal documents.
• Support events in the Richmond area, including staffing, setup, and takedown.
• Maintain confidentiality and exercise discretion in managing sensitive information.

Key Responsibilities & Duties

• Coordinate and manage internal and external meetings, ensuring all logistical aspects are handled efficiently.
• Prepare and format professional presentations, collating slides from various contributors.
• Submit and track facilities, IT, and access request tickets to maintain operational efficiency.
• Organize travel arrangements, including itineraries and necessary materials.
• Manage office supplies and resources for executive spaces, ensuring availability and organization.
• Handle incoming mail, routing it appropriately and managing sensitive documents with discretion.
• Support event logistics, including staffing, setup, and takedown for on-site and off-site events.
• Maintain professionalism and confidentiality in all administrative tasks and interactions.
• Assist with special projects to support the Executive Administrator and team’s objectives.

Job Requirements

• Bachelor of Arts (BA) degree or equivalent combination of education and experience preferred.
• Minimum of 5 years of general office experience, with 6 years preferred.
• Proficient in Microsoft Office Suite and other relevant computer applications.
• Excellent interpersonal, communication, and organizational skills.
• Ability to handle multiple tasks and adapt to changing priorities.
• Strong customer service mindset and a high degree of professionalism.
• Ability to work independently with minimal supervision.
• Experience in event coordination and logistical support is advantageous.
• Commitment to maintaining confidentiality and discretion in handling sensitive information.