Administrative Assistant

Job Description
ADMINISTRATIVE ASSISTANT

Job Title:

Administrative Assistant
Department:
Operations
Reports Directly To: VP, Human Resources Administration & Facilities
Date: 2026

JOB SUMMARY
The Administrative Assistant holds a vital role to supporting Operations and Facilities efforts as well as providing superior employee, client and guest service. This versatile professional manages and administers various office functions. This position is part time with 25 - 29 hours per week. Typical day from 9am - 3pm, but hours needed may vary due to events.

DUTIES AND RESPONSIBILITIES

• Reception phone coverage for the agency on a multi-line phone system during First Impression Specialist lunches, vacation, and personal time off. Operations Specialist typically takes lunch at 11am or 1pm.
• Be the point person planning and preparation of meetings, special events as needed for clients and the agency.

• Be the point person for catering/food and beverage service for clients, staff and agency events.

• Maintain Game Room fridge and bar in the STIR

• Set up the coffee bar, make coffees, stock creamers, sugars, teas and coffees.

• Perform facilities duties as assigned.

• Performs general administrative duties. Assist other administrative staff with overflow work, including word processing, data entry and Internet research tasks. Assists in other various areas in the Operations department including facility management

• Part of communications team by assisting to manage and update aspects of our intranet and other information resources such as our interactive map.

• Update Adcom whiteboards throughout the office with different events, themes, clubs, etc. and help build Adcom messaging.

• Assist with various HR administrative tasks.

• Maintains decorum and a high degree of quality communication with everyone. Requires an understanding about the operations of an office and provides information about the same over the phone. Needs to be able to make recommendations and handle complaints and requests in a professional and calm manner.

• Develop and maintain current and accurate filing systems.

• Coordinate and schedule conference calls, off and onsite meetings, (internal, client related, vendor relations) including travel time when needed as well as other needed information.

• Book travel for employees traveling for client work, including flights, hotels, carrental, purchasing conference and trade show badges, etc.

• Document prep for meetings including external board meeting preparations for theexecutives (Agendas, draft documents, copies, etc.)
KNOWLEDGE, SKILLS, AND ABILITIES

• Must be friendly, honest, team-oriented, proactive, resourceful, with a strong work ethic

• Dedication to superior service

• Positive attitude, even under pressure

• Strong written and verbal communication skills

• Excellent organizational skills and attention to detail

• Ability to coordinate and prioritize multiple tasks and projects

• Strong attention to detail, adherence to deadlines without sacrificing quality

• Proficient with advance level skills in all Microsoft Office Programs

• Demonstrated understanding and execution of the core values of Adcom

• Possess high emotional intelligence and strong interpersonal skills, including discretionand handling sensitive personal information

• Positive attitude, willingness to accommodate and help employees as needed

• Ability to identify process inefficiencies and make suggestions

• Basic math and problem-solving capabilities

CREDENTIALS AND EXPERIENCE

• College Degree preferred - additional schooling or relevant course work is anasset

• 2-5 years of experience in administrative office/corporate positions

This job description reflects the anticipated duties of the position; however, responsibilities may evolve and change as business dictates.