Administrative Assistant

About the role

The Administrative Assistant will serve as a trusted partner to agency leaders and departments, providing high-level support and managing complex calendars, travel, and administrative processes.

Responsibilities

• Serve as a trusted partner to executives by anticipating needs, managing complex calendars, and helping prioritize competing business demands.
• Understand executive communication styles, work preferences, and organizational priorities to provide thoughtful, proactive support.
• Exercise sound judgment and maintain discretion when handling confidential information.
• Coordinate domestic and international travel while proactively managing scheduling conflicts, itinerary changes, and travel disruptions.
• Balance multiple priorities to ensure executives are prepared and supported while maximizing efficiency.
• Manage a wide range of operational responsibilities, including purchase orders, supplier setup, budget and legal document routing, organizational charts, presentation preparation, internal approvals, and other administrative processes.
• Maintain accuracy and strong attention to detail across multiple priorities.
• Build strong partnerships with executives, senior leaders, and cross-functional teams.
• Communicate professionally and confidently with stakeholders at all levels while fostering trust, collaboration, and a high level of service.
• Plan and execute meetings and events by coordinating schedules, agendas, presentation materials, room logistics, catering, and follow-up actions.
• Provide on-site support for meetings, company events, and executive visits while partnering with facilities to ensure seamless execution.
• Demonstrate advanced proficiency with Microsoft Office and other business systems used for travel, expense reporting, presentations, databases, and administrative operations.
• Quickly learn new tools and technologies to support evolving business needs.
• Take ownership of responsibilities by proactively anticipating challenges, identifying process improvements, and delivering high-quality support in a fast-paced environment.
• Adapt to changing priorities, provide backup administrative coverage as needed, and maintain flexibility to occasionally work outside of standard business hours.

Requirements

• Strong organizational skills.
• Sound judgment and discretion.
• The ability to anticipate needs in a fast-paced, ever-changing environment.

Qualifications

• Resourceful and adaptable.
• Enjoy balancing multiple priorities while building strong relationships across the organization.

Skills

• Executive Support.
• Calendar & Travel Management.
• Administrative Operations.
• Relationship Management.
• Meeting & Event Coordination.
• Technology & Business Operations.
• Ownership & Adaptability.

Benefits

The annual range for this role varies between $50,000 - $60,000 annually and may vary depending on the candidate’s experience. Benefits for this role include health/vision/dental insurance, 401k, employee stock purchase plan, vacation, personal days and paid holiday time. You are also eligible to participate in disability, life insurance, FSA/HSA plans subject to the terms and conditions of such benefit plans.