Administrative Assistant

Overview

• Provide administrative and operational support to senior leadership and the broader department.
• Manage complex executive schedules, anticipate needs, and ensure smooth day-to-day operations.
• Coordinate onboarding processes for new hires, ensuring timely setup of workspace, supplies, and system access.
• Support planning and scheduling of meetings, events, and team engagements, including logistics and materials preparation.
• Handle sensitive and confidential information with discretion, maintaining professionalism and accuracy.
• Prepare detailed expense reports, organize meeting materials, and manage administrative documentation.
• Contribute to special projects and departmental initiatives, ensuring timely execution and quality results.
• Operate effectively in a hybrid environment, requiring strong communication and interpersonal skills.

Key Responsibilities & Duties

• Manage day-to-day operational and administrative needs for leadership, ensuring seamless team support.
• Provide logistical support for meetings, including scheduling, agenda preparation, materials, and follow-ups.
• Track deliverables, action items, and commitments to ensure alignment with leadership priorities.
• Coordinate travel arrangements, maintain business contacts, and support broader leadership engagement activities.
• Prepare and review expense reports with strong attention to detail and accuracy.
• Assist in planning internal events, including town halls, team gatherings, and leadership meetings.
• Support onboarding processes, ensuring all setup activities are completed accurately and on time.
• Provide support to additional leadership team members as needed, contributing to special projects and initiatives.

Job Requirements

• Bachelor’s degree preferred or equivalent experience providing executive-level administrative support.
• 5–8 years of experience in administrative roles within corporate or professional services environments.
• Proven ability to manage sensitive and confidential information with discretion and professionalism.
• Strong written and verbal communication skills, including proofreading and stakeholder correspondence.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently, exercise sound judgment, and proactively resolve issues.
• Experience coordinating complex administrative processes and operational support functions.
• Comfortable multitasking in a fast-paced environment with a strong customer-service mindset.