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Description

Job Description

• Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office.
• Supports managers and employees through a variety of tasks related to organization and communication. - Responsible for confidential and time-sensitive material.
• Familiar with a variety of the field's concepts, practices, and procedures.
• Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
• Answer and direct phone calls
• Organize and schedule meetings and appointments.
• Maintain contact lists. - Produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Order office supplies.
• Book travel arrangements.
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Provide information by answering questions and requests.
• Take dictation. - Research and create important presentations and develop processes.
• Generate reports.
• Handle multiple projects.
• Prepare and monitor invoices.
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Must Have 

• We are seeking a proactive and detail-oriented Administrative Assistant to support our senior leadership team.
• This role is critical in ensuring efficient calendar management, email oversight, meeting scheduling, travel coordination, and procurement processes.
• The ideal candidate will demonstrate exceptional organizational skills, a strong sense of ownership, and the ability to work autonomously in a fast-paced environment.

Key Responsibilities:

• Calendar Management: Manage and coordinate calendars for various senior leaders, ensuring optimal scheduling of meetings and appointments.
• Prioritize scheduling requests and communicate effectively with stakeholders to resolve conflicts.
• Email Management: Monitor, organize, and sometimes respond to emails on behalf of senior leaders, ensuring timely follow-up on important communications.
• Draft and prepare correspondence as needed.
• Meeting Scheduling: Schedule and coordinate meetings invites.
• Facilitate virtual and in-person meeting logistics, ensuring all necessary technology and resources are available.
• Travel Coordination: Arrange travel itineraries, including flights, accommodations, and transportation for senior leaders. Ensure travel arrangements comply with company policies and are cost-effective.
• Purchase Order Creation: Create and manage purchase orders for team members, ensuring compliance with budgeting and procurement procedures.
• Maintain accurate records of purchases and expenditures. Qualifications: Education: High school diploma or equivalent; associate’s or bachelor’s degree preferred.

Experience:

• Previous administrative assistant experience preferred, ideally supporting senior leadership.
• Familiarity with calendar management, meeting coordination, and travel arrangements.
• Technical Skills: Proficiency in Microsoft Outlook and Microsoft Teams.
• Experience with Coupa or similar procurement software is preferred.
• Behavioral Characteristics: Learning Agility: Ability to quickly learn new processes, systems, and tools to enhance job performance.
• Sense of Ownership: Demonstrates accountability and takes initiative in completing tasks and projects.
• Autonomy: Able to work independently, managing time effectively and prioritizing tasks in a dynamic environment.