Administrative Assistant

JOB SUMMARY:

We are seeking a highly organized and proactive Administrative Assistant. In this role, you will serve as a trusted partner to our VP of Operations. You will work to anticipate needs, manage priorities, and ensure seamless day-to-day operations. The ideal candidate will demonstrate exceptional attention to detail, strong problem-solving skills, and the ability to communicate effectively with colleagues at all levels, as well as external vendors and partners.

You will be responsible for coordinating schedules, facilitating meetings, preparing materials, and handling sensitive information with the utmost discretion and professionalism. Success in this role requires adaptability, sound judgment, and the ability to thrive in a fast-paced environment while balancing multiple priorities. If you are a skilled multitasker who takes pride in enabling executive and team success, we invite you to apply and join our dynamic organization.

This is role is 100% on-site.

KEY RESPONSIBILITIES:

• Proactively manage and optimize the department executive's daily schedule, calendar, and meetings to ensure maximum productivity.
• Serve as the first point of contact for incoming calls and requests, prioritizing communications and responding accordingly.
• Coordinate and organize meetings, conference calls, and special events, including preparing agendas and materials.
• Oversee all travel arrangements, including booking flights, accommodations, and itineraries, while effectively managing last-minute changes.
• Draft and edit correspondence, reports, presentations, and communications for internal and external stakeholders.
• Maintain spreadsheets, documents, and PowerPoint presentations to support initiatives.
• Organize and manage department files and records for easy access and efficiency.
• Assist with special projects, purchasing, and provide administrative support as needed.

KNOWLEDGE, SKILLS, AND ABILITIES

• 5+ years of experience in an administrative support role
• Excellent communication skills - both written and verbal - with a professional and polished demeanor.
• Strong organizational and multitasking abilities, with a keen ability to prioritize and adapt to changing priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• High level of discretion and confidentiality when handling sensitive information.
• Ability to work under pressure and meet tight deadlines in a fast-paced environment.
• A proactive, problem-solving mindset with the ability to anticipate needs and take initiative.

EDUCATION QUALIFICATIONS:

• 4-year college degree preferred

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