Administrative Assistant

The Administrative Assistant provides key administrative, office, reception, and client-service support in a fast-paced professional services environment. This role supports the senior leadership team and staff with day-to-day operations, scheduling, meeting coordination, document preparation, administrative tasks, and office support. The Administrative Assistant may also serve as a first point of contact by answering phones, greeting visitors, hosting guests, and helping ensure clients, candidates, vendors, and employees receive a professional and welcoming experience.

Your Impact:

* Support the day-to-day operations of the senior leadership team and office staff.

* Answer phones, direct calls, take messages, and provide professional support to clients, vendors, employees, and other callers.

* Greet clients, visitors, candidates, vendors, and guests with professionalism and ensure they are welcomed, directed, and supported appropriately.

* Host visitors and support client meetings by coordinating meeting spaces, refreshments, room setup, guest needs, and overall visitor experience.

* Assist with setup and planning for client meetings, leadership meetings, team meetings, and firmwide events.

* Prepare meeting spaces, reserve conference rooms, coordinate conference call lines, and set up video conferences.

* Schedule and coordinate meetings, manage calendars, and assist with meeting logistics.

* Prepare meeting agendas, meeting minutes, letters, contracts, correspondence, and other communications.

* Assist with administrative tasks including word processing, data entry, filing, photocopying, scanning, document organization, internet research, and proofreading.

* Create, edit, and format documents, spreadsheets, presentations, and other materials using Microsoft Office and Adobe Acrobat.

* Log and prepare client sponsorship requests, check requests, and related administrative documentation.

* Organize, coordinate, and assist with activities related to proposals, presentations, and submittals.

* Serve as a liaison with consultants, clients, printers, suppliers, vendors, and other external partners.

* Maintain organized files, records, and office documentation.

* Assist with special projects and general office support as needed.

* Perform all other duties as assigned.

Here's What You'll Need:

* 5+ years of administrative or professional office experience.

* Experience supporting senior leaders, leadership teams, or executives in a professional office environment.

* Experience answering phones, greeting visitors, supporting guests, scheduling meetings, and performing routine administrative tasks.

* Superior client focus and service mentality.

* Strong problem-solving and teamwork skills.

* Creativity, integrity, initiative, and sound judgment.

* Advanced computer skills in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

* Proficiency in Adobe Acrobat Professional.

* Strong organizational skills and excellent verbal and written communication skills.

* Strong attention to detail, including proofreading and document accuracy.

* Ability to prioritize multiple projects, manage interruptions, and adjust work based on changing needs and deadlines.

* Professional presence with the ability to interact effectively with senior leadership, clients, consultants, vendors, candidates, and employees.

Here's How You'll Stand Out:

* Experience supporting C-level executives or senior leadership teams.

* Previous experience in a professional services firm, such as architecture, engineering, consulting, or law.

* Experience serving as a front-facing representative for an office, including answering phones, greeting visitors, hosting guests, and supporting client meetings.

* Strong scheduling, calendar management, meeting coordination, and event support experience.

* Ability to anticipate needs, manage details, and keep office operations running smoothly.

* Bachelor's degree.