Administrative Assistant

About the role

We are seeking a highly organized and strategic individual to join us as an Administrative Assistant. This role will support all administrative aspects of the Client Service Team, and jointly support the Account Engineers Team, Operations Manager, and Office Admin Team.

Responsibilities

• Manage incoming and outgoing correspondence with external clients, brokers, and internal stakeholders.
• Handle a variety of administrative tasks in alignment with company policies and executive preferences, including:
  • Complex calendar management
  • Event planning – all logistics from start to finish
  • Expense reports
  • Maintain files and records
  • Purchasing supplies
  • Tracking invoices and budgets
  • Tracking and supporting Client Service Team processes
  • Travel itineraries
• Organize and coordinate in-person and remote meetings for the management team, Client Service Team, and office-wide events as needed.
• Plan and manage all Client Service events, including meetings, trainings, and internal and external client events and social functions.
• Reserve meeting locations, coordinate logistics such as technological needs, travel arrangements, catering, and reservations.
• Prepare weekly, monthly, and quarterly reports for management, Client Service Team, and Account Engineers.
• Maintain electronic filing systems, contact databases, and various tracking worksheets.
• Foster a collaborative and responsive work environment with management and team members.
• Assist and back up the executive assistant and other administrative assistants, when needed.
• Perform any additional duties requested by management.

Skills

• Advanced proficiency in all Microsoft Suite (Outlook, Word, Excel, PowerPoint) and ability to learn new systems and software used for administrative support.
• Meticulous attention to detail, highly organized, and strong problem-solving skills.
• Strategic planning abilities with strong calendar and deadline management.
• Ability to manage multiple priorities, adapt quickly to changing needs, and approach every task with a steady, can-do attitude.
• Excellent written and verbal communication skills.
• Proven experience in event planning from concept to completion.
• Strong interpersonal skills with the ability to build professional internal and external relationships.
• Leadership capabilities to support and guide other administrative staff.
• Trusted to handle confidential information with integrity and discretion.
• Creative skills in designing visual materials and promotional content using diverse tools.

Qualifications

• Highly preferred: Associate or Bachelor’s degree.
• Minimum of 5+ years of administrative experience and event planning.