Administrative Assistant

We’re searching for an Administrative Assistant, someone who works well in a fast-paced setting. In this position you will manage and optimize a dynamic executive calendar across business and personal obligations, proactively resolving conflicts and prioritizing high-impact meetings. 

Think you’ve got what it takes? 

Job Duties & Responsibilities 

• Coordinate domestic and international travel logistics (flights, hotels, ground transportation, itineraries).
• Prepare professional reports, decks, meeting agendas, and internal communications using Microsoft Office tools (Excel, PowerPoint, Outlook, Word).
• Track key project timelines, action items, and deliverables for cross-functional initiatives sponsored by executive leadership.
• Assist with onboarding logistics, office management tasks, IT support ticket submission, and supply ordering.
• Maintain digital filing systems including contracts, policies, and vendor records in SharePoint – this includes tax returns, bank packages, client contracts, and slide decks for future reference.
• Coordinate logistics for internal meetings, team offsites, corporate events, and recognition programs.
• Research monthly credit card / complete expense reports for the executive ensuring timely and accurate submissions working with accounting.
• Liaise with external vendors and service providers (e.g., tech support, office services, event rentals), including quote requests, appointment scheduling, and contract renewals.
• Track all vendor contract renewals with notice dates.  Work with team members to review vendor service and potentially recommend other options with better results or pricing.
• Support executives with selecting personal and family-related tasks (e.g., personal scheduling, gift purchasing, household coordination, and event planning).
• Occasionally run local errands, receive deliveries, or set up on-site meetings and events as needed.
• Maintain utmost confidentiality regarding both professional and personal matters.

Skills & Requirements 

• 2–4 years of experience in an administrative, operations, or executive support role, ideally in a fast-paced or client-facing environment.
• Highly Proficient in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word); experience with SharePoint or Salesforce is a plus.
• Willig to jump in and learn new software unrequested with no training, and research better ways of accomplishing tasks.
• Strong organizational and time management skills with the ability to juggle multiple priorities and anticipate needs.
• Exceptional attention to detail and follow-through.
• High degree of professionalism, discretion, and emotional intelligence in working with executives and handling confidential matters.
• Effective written and verbal communication skills; polished interpersonal presence.
• Demonstrated ability to work independently with limited direction while collaborating effectively across departments.
• Bachelor’s degree preferred but not required.