Administrative Assistant

At Kai Marie, we owe our success to people and processes. An administrative assistant is the supportive force behind both, and we are currently seeking someone exceptional to take the helm. The ideal candidate will be a problem solver who has excellent communication skills and impeccable attention for detail. The candidate should also have experience working in an office environment, performing administrative tasks, and providing support to coworkers.

An ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position.

Objectives of this role

• Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests
• Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layout
• Coordinate internal and external resources to expedite workflow
• Oversee and achieve organizational goals while upholding best practices

Responsibilities

• Provide administrative support to senior leaders, including email correspondence and generation and distribution of memos, letters, spreadsheets, forms, and faxes
• Plan, organize, and schedule company meetings in the office, off-site, and via video conference
• Coordinate domestic and international travel arrangements for employees
• Maintain filing system, contact database, employee list, and inventory
• Order and oversee day to day office activities, including, but not limited to:
• Onboarding new consultants
• Managing company website
• Managing and overseeing central mailboxes
• Completing or gathering information for certifications for the company

Required skills and qualifications

• 3-5 years of administrative assistant or project coordination experience
• Proficient in Microsoft Word, Excel, PowerPoint, Share Point, and Outlook
• Excellent oral/written communication, interpersonal, and organizational skills
• Able to deliver engaging, informative, and well-organized presentations
• Able to adapt and react calmly under stressful situations
• Able to handle multiple assignments, set priorities, and meet deadlines
• Strong ability in prioritizing, problem solving, and attention to detail
• Able to work in a team environment
• Able to work independently and flexibly with minimal supervision
• Ability to represent department/function in a professional, courteous, and efficient manner
• Able to deliver engaging, informative, and well-organized presentations
• Ability to communicate verbally and in writing
• Able to maintain confidentiality of sensitive information
• Ability to follow complex written or verbal instruction to solve problems
• Able to lead small projects as needed.

Preferred skills and qualifications

• College degree or equivalent
• Prior experience in a hospital or consultant environment preferred
• Previous success in office management
• Experience managing budgets and expenses
• Experience developing internal processes and filing systems