Administrative Assistant

• Pay or shift range: $26 USD to $30 USD
  The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

The Administrative Assistant provides high-level, detail-oriented administrative and operational support to a Department Leader (e.g., Vice President, or equivalent). This role plays a critical part in enabling effective communication, organizing logistics, preparing documents, and managing information flow in a fast-paced and dynamic environment. The ideal candidate is highly organized, proactive, professional, and capable of handling sensitive information with discretion.

• Manage and maintain the Designated Department Leader’s calendar, including scheduling meetings, appointments, and travel arrangements
• Prepare, edit, and distribute internal and external communications such as reports, memos, emails, and presentations
• Assist with the coordination of department-wide initiatives, project tracking, and follow-ups
• Serve as a liaison between the Designated Department Leader and internal teams, vendors, or external stakeholders
• Organize, compile, and maintain department files and records, both digital and physical
• Process expense reports, purchase orders, and invoice approvals in compliance with company policies
• Support coordination of meetings, including agenda preparation, meeting logistics, note-taking, and action item tracking
• Maintain confidentiality and handle sensitive information with integrity
• Provide general administrative support and perform additional duties as assigned
• Ability to maintain confidentiality and act with discretion and integrity
• Ability to adapt quickly to new technologies, platforms, and processes
• Other duties as assigned

• High School Diploma or equivalent required; associate or bachelor’s degree preferred
• Minimum of 2 years of administrative support experience; prior experience supporting senior leadership strongly preferred
• Experience in multi-site, operational, or fast-paced environment preferred
• Valid driver’s license may be required for occasional errands or meeting support
• Must be able to successfully pass a background check in accordance with company policies and applicable laws

• Knowledge of administrative and clerical procedures
• Familiarity with standard business tools such as Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Understanding of basic project coordination and office management practices
• Knowledge of corporate support office communication standards and professional etiquette
• Strong verbal and written communication skills
• Exceptional organizational and time management skills
• Proficient in calendar management and travel coordination
• Skilled in preparing polished documents, presentations, and reports
• Attention to detail and accuracy in data entry, formatting, and editing
• Ability to multitask and prioritize tasks in a dynamic work environment
• Ability to anticipate needs and take initiative
• Ability to work independently and collaboratively across departments

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to communicate effectively in person, over the phone, and via virtual meeting platforms (e.g., Microsoft Teams)
• Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment
• Must be able to lift and carry up to 15 pounds occasionally (e.g., laptop, presentation materials, office supplies)
• Visual acuity required to read documents, create presentations, and view a computer screen for extended periods
• Typical office…