Job Description

We are seeking a highly organized, proactive, and dependable Administrative Assistant to support daily office operations and provide direct support to executive leadership. This role requires strong multitasking abilities, excellent communication skills, and a high level of discretion when handling sensitive information. The ideal candidate thrives in a fast-paced environment and takes pride in keeping operations running smoothly.

Key Responsibilities

• Manage calendars, including scheduling meetings, avoiding conflicts, and sending reminders
• Book conference rooms and coordinate virtual meetings (Zoom, Microsoft Teams)
• Monitor and manage email inboxes (screen messages, flag priorities, draft responses as needed)
• Answer and direct incoming phone calls
• Send and receive eFaxes
• Maintain organized filing systems (digital and physical)
• Perform data entry and maintain accurate internal records
• Coordinate complex schedules for two executive leaders
• Prepare meeting materials (agendas, presentations, printed documents)
• Take detailed meeting notes and track action items and follow-ups
• Arrange travel, including flights, accommodations, and itineraries
• Process expense reports and reimbursements
• Serve as a gatekeeper by prioritizing access to leadership and managing requests
• Order and maintain office supplies and equipment
• Manage relationships with vendors (supplies, coffee service, maintenance, etc.)
• Ensure common areas (kitchen, conference rooms) are organized and ready for use
• Receive, sort, and distribute mail, packages, and eFaxes
• Troubleshoot minor office issues (e.g., printer jams, postage refills)
• Coordinate office repairs and maintenance as needed
• Assist in planning team events and office celebrations
• Track PTO and attendance on behalf of executive leadership
• Run occasional errands (bank deposits, supply pickups, etc.)
• Provide cross-functional support to departments such as sales, marketing, and operations

Experience

• 3–5 years of administrative support experience required

Essential Skills

• Strong self-management and accountability
• Excellent organization and time management with the ability to multitask effectively
• Clear and professional communication skills (written and verbal)
• High level of discretion when handling confidential information
• Adaptability and flexibility in a dynamic work environment
• Proficiency in Microsoft 365 and common office tools (scheduling, task management, etc.)
• Strong service mindset and interpersonal skills
• Effective problem-solving and sound decision-making abilities
• High integrity and professionalism

Work Environment

• Fully office-based role (in-person required)

We’re looking for someone who is proactive, detail-oriented, and ready to be a key contributor to a collaborative team environment. If you enjoy supporting leadership and keeping operations running seamlessly, we encourage you to apply.

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