AVP Administrative Assistant

General Summary

The AVPAdmin

Assistant provides high level, proactive administrative and operational support to a team of five Area Vice Presidents (AVPs) with diverse, dynamic, and occasionally competing priorities. This role requires someone whoanticipatesneeds, takes initiative, andoperateswith a “give me the vision and I’ll run with it” mindset. The Administrative Assistant will also create and refine administrative processes,assist with reporting andlimiteddata analysis, andensure the AVP groupoperatessmoothly, efficiently, and with exceptional professionalism.

The ideal candidate isdetail driven, calm under pressure, resourceful, and comfortable managing multiple workflows simultaneously—often independently.

• Performs daily administrative responsibilities including digital file maintenance, correspondence handling, calendar management, meeting coordination, and phone support.
• Manages schedules for five AVPs, ensuring alignment, time protection, and prioritization of urgent matters across multiple work streams.
• Manage leadership meeting cadence, agendas, presentations for weekly ops, strategy,r&p, and all employee meetings
• Prepare executive summaries from attended meetings and track defined action items and ownership until completion
• Coordinates travel, conferences, events, and departmental activities with minimal direction.
• Aid in the flow of invoices, purchase orders, check requests, and departmental expenditures.
• Sorts and distributes incoming mail and manages outgoing communications.
• Maintains organized and compliant filing systems (digital and physical).
• Acts as liaison with contractors, vendors, and internal teamsregardingscheduling, project coordination, and issue resolution.
• Provideslogisticssupport for committee meetings and special initiatives.

• Prepares andmaintainsrecurring reports—including month end, board materials, and operational summaries—using Excel and internal systems (tables, charts, graphs, and basic analysis).
• Performslimiteddata analysis toidentifytrends, discrepancies, or opportunities for process improvement.
• Tracks departmental metrics, work orders, and budget usage with a high degree of accuracy.
• Compiles and formats internal datasets to support AVP presentations,decision making, and strategic planning.
• Ensures deadlines, deliverables, andfollow-upsaremonitoredand communicated proactively.

• Identifies opportunities to streamline administrative processes andproposeimprovements for AVP review and approval.
• Develops templates, workflows, and organizational structures to enhance consistency and efficiency across the group.
• Operates with a "see a need, fill a need" mentality—resolving small issues before they become larger ones.
• Works independently with a high degree of ownership while collaborating effectively across departments.

• Assists with event planning, staffing,logistics, and onsite support.
• Coordinates
  
  AVPrelatedseminars, industry events, and professional development activities.

• Handles sensitive and confidential information with discretion and judgment.
• Maintains a positive, proactive, and service-oriented demeanor while supporting multiple leaders with differing working styles.
• Demonstrates strong written and verbal communication skills and contributes to a professional, collaborative environment.

• Actively promotes the company’s products and services.
• Attends relevant seminars, conferences, and training to strengthen skills and stay current.
• Performs other duties as assigned to support AVP andVPlevelinitiatives.

• Proven ability to work under pressure while managing multiple tasks and shifting priorities.
• High attention to detail with strong organizational andfollow-through abilities.
• Advancedproficiencywith Microsoft Word, Excel, and PowerPoint; comfort navigating internal record systems and databases.
• Ability toleveragecompany approved AI tools to aid in fulfilling job duties and increasing efficiency
• Strong interpersonal skills, including tact, diplomacy, and…