Administrative Assistant

Administrative Assistant Overview

• The Administrative Assistant will provide essential support to the Information Security department, ensuring smooth operations and effective communication.
• This role involves managing complex calendars, scheduling meetings, and coordinating logistics for department activities.
• Assist in preparing and submitting expense reports, processing invoices, and arranging travel itineraries as needed.
• Support onboarding processes for new hires, including scheduling and materials preparation.
• Collaborate on special projects, including department offsite meetings and inter-departmental events.
• Maintain high standards of organization, communication, and professionalism in all tasks.
• Contribute to a dynamic and collaborative environment within the Information Security team.
• Ensure adherence to company policies and procedures while supporting department goals.

Administrative Assistant Key Responsibilities & Duties

• Coordinate internal meetings, including scheduling, catering, tech setup, and guest clearance.
• Manage complex calendars, scheduling meetings, conference calls, and logistics.
• Screen, prioritize, and route calls and mail to appropriate personnel.
• Prepare and submit expense reports, process invoices, and arrange travel itineraries.
• Organize department team meetings, attend meetings, and manage follow-ups.
• Assist in onboarding processes for new hires, including scheduling and materials preparation.
• Coordinate logistics for department offsite meetings, special events, and inter-departmental meetings.
• Perform administrative tasks such as faxing, copying, and ordering supplies.
• Ensure smooth execution of department activities and maintain high standards of organization.

Administrative Assistant Job Requirements

• Bachelor’s degree required, preferably in a relevant field.
• 5-10 years of experience supporting senior executives in professional settings.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills and attention to detail.
• Ability to manage competing priorities and deadlines effectively.
• Excellent interpersonal, verbal, and written communication skills.
• Experience in financial or professional services is preferred.
• Demonstrated initiative, work ethic, and professionalism.
• Ability to work on-site during standard business hours with occasional flexibility.