Administrative Assistant

Mission (Why this role exists)

To keep Red Pepper's day-to-day operations running smoothly and efficiently by orchestrating schedules, meetings, information flow, and documentation with accuracy, speed, and care. The Administrative Assistant enables leaders and teams to focus on high-impact work by managing details, anticipating needs, and delivering reliable support.

Outcomes (What success looks like)

Success in this role means leaders are well-prepared, teams stay coordinated, clients feel supported, and operational details are handled proactively— with clear communication, and organized systems.

Key Outcomes
1) Calendar & Scheduling Mastery

• Manage multiple calendars; coordinate internal/external meetings and conference calls.
• Prevent conflicts, ensure agendas/locations/links are set, and provide timely updates.

2) Meeting Prep, Notes & Follow-Through

• Prepare agendas, materials, and attendee lists; capture notes and action items.
• Track completion of key deliverables and follow up on outstanding items.

3) Client Support & Information Requests

• Handle client inquiries professionally; route to the right owner and close the loop.

4) Document & Data Management

• Organize and update databases; maintain document version control and file hygiene.
• Ensure records are accurate, current, and easy to retrieve.

5) Operational Coordination

• Coordinate with other administrative staff to keep processes smooth across teams.
• Identify bottlenecks and propose improvements to scheduling, communications, or filing workflows.

6) Tools & Systems Effectiveness

• Use Microsoft 365 and core company tools proficiently; create templates to standardize work (emails, agendas, minutes, trackers).

7) Professionalism, Confidentiality & Reliability

• Communicate clearly and respectfully at all levels; safeguard sensitive information.

Competencies (How success is achieved)

• Organization & Prioritization – Juggles multiple calendars, tasks, and deadlines.
• Proactive Ownership – Anticipates needs, follows through, and closes loops.
• Communication – Clear, concise, and professional-written and verbal.
• Attention to Detail – Accurate scheduling, documentation, and data entry.
• Problem Solving – Resourceful and calm in resolving conflicts and logistics issues.
• Tech Fluency – Strong with Microsoft Office/365 and common productivity tools.
• Service Mindset – Friendly, responsive, and client-focused.
• Collaboration – Works seamlessly with leaders, teams, and other admin staff.
• Discretion & Integrity – Handles confidential information appropriately.
• Adaptability – Stays steady and effective as priorities shift.

Compensation & Benefits (Snapshot)

• Salary: DOE
• Company Lunch & Learn every Friday (free lunch)
• Rich health benefits:
  Medical, Dental, Vision
• Disability:
  Short-Term (STD) & Long-Term (LTD) - company covered
• Health Challenge: up to $200 reimbursed per month
• 401(k): company match
• PTO:
  Start with 12 days
• Sick Days: 5 days annually

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