Administrative Asst​/Exec. Asst 3 (5+ Years

Job Title:

Administrative Assistant / Executive Assistant III Job Description

This Administrative Assistant / Executive Assistant III role provides high-level administrative support to an office, acting as an information and communication hub while overseeing mailroom and reception operations. The position involves managing a small team, coordinating office logistics such as badge access and conference room scheduling, and performing a wide range of clerical and bookkeeping tasks. The role offers a full-time schedule Monday through Friday and has the potential to transition to a full-time permanent position if it is the right mutual fit.

• Manage and provide day-to-day leadership for three employees in the mailroom and reception areas, ensuring smooth operations and coverage.
• Provide hands‑on support in the mailroom and reception when team members are on paid time off or when additional coverage is needed.
• Perform general office duties such as ordering supplies, maintaining records management systems, and handling basic bookkeeping tasks.
• Prepare invoices, reports, memos, letters, financial statements, and other business documents with a high level of accuracy and attention to detail.
• Code invoices and process related documentation in a timely and organized manner.
• Manage email communications, including handling information requests and routing inquiries appropriately.
• Coordinate and manage badge access for employees and visitors, ensuring proper authorization and documentation.
• Arrange and schedule conference rooms, including managing calendars and meeting logistics for committees, boards, and other groups.
• File and retrieve corporate documents, records, and reports, maintaining organized and accessible filing systems.
• Review and analyze incoming memos, submissions, and reports to determine their significance and plan appropriate distribution.
• Prepare agendas and make arrangements for committee, board, and other meetings, ensuring all materials and logistics are in place.
• Act as an information and communication manager for the office, helping to streamline workflows and communication channels.
• Conduct research and gather information to support executives and office leadership as needed.
• Maintain confidentiality of sensitive information and uphold professional standards in all interactions.
• Provide basic mentoring and constructive performance feedback to support the development of mailroom and reception staff.
• Work predominantly in a seated position, with occasional lifting of items up to 25 pounds as needed for office and mailroom tasks.

• Minimum of 5 years of experience in an executive administrative or executive support role, with 5–7 years of overall administrative experience required.
• Proven experience providing high-level administrative support to executives, strongly preferred.
• Strong verbal and written communication skills, with the ability to convey information clearly and professionally.
• Demonstrated ability to multi-task and manage competing priorities effectively in a fast‑paced office environment.
• Customer service skills and interpersonal skills that support positive relationships with colleagues, visitors, and stakeholders.
• Ability to work independently, manage one’s own time efficiently, and take initiative with minimal supervision.
• Ability to keep information organized, maintain accurate records, and handle confidential data with discretion.
• Basic mentoring skills to provide support and constructive performance feedback to team members.
• Proficiency with Microsoft Office applications, including Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with calendar management and conference room scheduling for executives and teams.
• High school diploma or GED required.

• Experience acting as an information and communication manager for an office environment.
• Experience in administration, administrative support, and general office management.
• Working knowledge of Excel for basic data tracking, reporting, and financial documentation.
• Experience with Microsoft Outlook for email management, scheduling, and coordination.
• Familiarity with records…