Administrative Assistant to Vice Presidents

Location: Thayne

General

Summary:

The AVP Admin 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 who anticipates needs, takes initiative, and operates with 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 and limited data analysis, and ensure the AVP group operates smoothly, efficiently, and with exceptional professionalism.

The ideal candidate is detail driven, calm under pressure, resourceful, and comfortable managing multiple workflows simultaneously-often independently.

Essential Job Functions:

Administrative & Operational Support

• 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 teams regarding scheduling, project coordination, and issue resolution.

• Provides logistics support for committee meetings and special initiatives.

Reporting, Tracking & Data Analysis

• Prepares and maintains recurring reports-including month end, board materials, and operational summaries-using Excel and internal systems (tables, charts, graphs, and basic analysis).

• Performs limited data analysis to identify trends, 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, and follow-ups are monitored and communicated proactively.

Process Improvement & Initiative

• Identifies opportunities to streamline administrative processes and propose improvements 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.

Event Coordination

• Assists with event planning, staffing, logistics, and onsite support.

• Coordinates AVP related seminars, industry events, and professional development activities.

Professionalism & Interpersonal Skills

• 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.

Other Responsibilities

• 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 and VP level initiatives.

Required Knowledge, Skills & Abilities

• Proven ability to work under pressure while managing multiple tasks and shifting priorities.

• High attention to detail with strong organizational and follow-through abilities.

• Advanced proficiency with Microsoft Word, Excel, and PowerPoint; comfort navigating internal record systems and databases.

• Ability to leverage company approved AI tools to aid in fulfilling job duties and increasing efficiency

• Strong…