Administrative Assistant

Reports To: Executive Assistant to the CEO

Department: Administration

FLSA Status: Exempt

Salary: 60, Annually

The Administrative Assistant reports to the Executive Assistant to the CEO and provides comprehensive administrative and operational support across the office and executive team. This role oversees the daily workflow and organization of the office and senior leadership, including calendar management, travel coordination, expense tracking, and meeting and event execution. The position advises on vendor decisions, negotiates contracts and business agreements, and supports Investor Relations activities.

The Administrative Assistant regularly handles confidential executive matters, maintains business licenses and compliance documentation, and serves as a cross-functional point of contact for administrative needs across departments. This role requires strong discretion, adaptability, and the ability to manage multiple stakeholders and shifting priorities with professionalism and efficiency. Professional business attire.

The ideal candidate will exhibit high standards of excellence, confidentiality, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

• Negotiating contracts or business agreements on behalf of the company
• Analyzing business data and drafts reports
• Regularly assisting high-level executives with confidential information and matters
• Support Investor Relations by coordinating investor follow-up, managing portal updates, and handling related administrative support
• Preparing packages and collecting signature pages for contracts, legal filings, and other highly confidential documents
• Plan, execute, and support various company events, meetings, and team-building activities
• Track executive team expenses and prepare reports using Concur
• Assist with conferences, events, and meetings, including preparing materials, setting up conference rooms, and registering executives, as needed
• Maintain organized logs of office equipment and employee technology using Excel.
• Conduct research and present findings or recommendations in an organized manner.
• Independently manage the calendar and day-to-day scheduling for assigned executives, coordinating changes in real time.
• Serve as a cross-functional point of contact for administrative needs across departments.
• Run errands and handle random tasks, as needed
• Prepare travel itineraries, including flights, accommodations, and ground transportation
• Enhance and further develop systems to improve the efficiency and smooth operation of the office and the executives
• Oversee third-party contracts and manage vendor relationships.
• Maintain and renew business licenses and office certificates.
• Review and streamline office policies and procedures to ensure compliance and cost efficiency.
• Manage updates to directories, employee documents, and internal postings on the intranet.
• Oversee building management communication and daily porter service (for restocking snacks, cleaning appliances, and general cleaning).
• Support the executive team with scheduling, travel arrangements, expense reports, and other priorities.
• Handle and coordinate active calendars
• Schedule and confirm meetings
• Ensure file organization based on office protocol
• Provide ad hoc support around office as needed

• 2-4 Years Experience Supporting high level executives
• Bachelor's degree or equivalent experience
• Strong interpersonal, customer service and communication skills
• Ability to multitask
• Proficient in Microsoft Office Suite

• Wo…