Administrative Assistant

Our client is seeking a highly organized and proactive Administrative Assistant to provide day-to-day support to the leadership team and help keep department operations running smoothly. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing a variety of responsibilities, and can balance competing priorities with professionalism and attention to detail.

The Administrative Assistant will support calendar and travel coordination, meetings and events, correspondence, reporting, invoicing, expense management, and special projects. The ideal candidate is a strong communicator, highly dependable, detail-oriented, and comfortable working with executives, internal teams, and external partners.

• Provide administrative and operational support to the leadership team while handling sensitive information with discretion and professionalism.
• Manage multiple priorities, assignments, and deadlines in a fast-paced and evolving environment.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, and related logistics.
• Assist with meetings, events, conferences, briefings, and stakeholder engagements, including scheduling, catering, materials, logistics, and RSVPs.
• Support special projects by tracking progress, coordinating next steps, and following up on outstanding deliverables.
• Manage incoming inquiries and correspondence, ensuring timely and professional communication with internal and external stakeholders.
• Draft, proofread, format, and prepare correspondence, presentations, reports, and other business documents.
• Maintain organized physical and electronic filing systems and ensure records are maintained in accordance with company policies.
• Process invoices and check requests and assist with expense reports, department expense tracking, reporting, and forecasting.
• Coordinate courier services and track deliveries as needed.
• Utilize technology and AI tools to improve efficiency, accuracy, and day-to-day workflows while identifying opportunities for continuous improvement.
• Ensure company, legal, regulatory, and data-handling standards are followed.

• 3+ years of administrative support or related experience
• High school diploma or GED required; associate or bachelor’s degree preferred
• Strong organizational skills with exceptional attention to detail
• Excellent written, verbal, and interpersonal communication skills
• Proactive, solutions-oriented approach with strong initiative
• Ability to prioritize and manage multiple responsibilities simultaneously
• Strong digital literacy and ability to learn new systems and technology
• Adaptable and comfortable working in a fast-paced environment