Administrative Assistant

General Description

The Administrative Assistant provides high-level administrative support to members of the C-suite while reporting directly to the Senior Operations Coordinator. This role ensures smooth daily operations by managing executive calendars, preparing materials, coordinating communication, and handling sensitive information with professionalism and discretion.

Duties & Responsibilities

• Provide comprehensive administrative support to C-suite executives, including managing calendars, scheduling meetings, coordinating travel, and completing expense reports.
• Maintain clear, timely communication between executives, internal teams, and external partners.
• Cook up and organize executive meetings, including agenda preparation, note-taking, and follow-up actions as requested.
• Monitor and manage executive email inboxes, triaging messages, drafting responses, flagging priorities, and ensuring timely follow-up.
• Work closely with the Senior Operations Coordinator to align priorities, support operational initiatives, and ensure seamless workflow across departments.
• Aid in document creation, editing, and formatting for presentations, reports, and executive communications.
• Manage confidential and sensitive information with the highest level of discretion.
• Maintain and organize files and records to ensure accurate and accessible documentation.
• Support Operations events, executive off-sites, special projects, and other duties as assigned.
• Serve as a professional, welcoming point of contact for internal and external stakeholders interacting with the C-suite.

Required Qualifications

• 1-2 years proven work experience as an Administrative Assistant or similar role.
• Ability to travel both domestically and internationally.
• High proficiency with Microsoft Office tools including Teams and Sharepoint.
• Strong organizational and time-management skills with the ability to prioritize effectively.
• Completely trustworthy to protect and appropriately handle sensitive information.
• Exceptional interpersonal and communications skills.
• Highly professional and friendly demeanor in collaborating with internal and external stakeholders.
• Ability to obtain and maintain a Top Secret security clearance.

Preferred Qualifications

• Experience working in a fast-paced corporate or operational environment.
• Experience coordinating multiple schedules for leadership or cross-functional teams.
• Familiarity with project coordination or workflow management tools.
• Associate degree or higher in business administration or a related field.