Administrative Assistant

The Administrative Assistant will provide high-level administrative support to the Vice President, Operations.

Responsibilities

• Manage and maintain the Operations calendar, including scheduling appointments, meetings, and travel arrangements.
• Screen and direct phone calls and distribute correspondence.
• Prepare and edit correspondence, reports, and presentations.
• Handle sensitive and confidential information with discretion.
• Organize and coordinate meetings, conferences, and events, including booking venues, arranging logistics, and preparing agendas and meeting materials.
• Record minutes during meetings and follow up on action items.
• Maintain accurate records and documentation for projects, meetings and correspondence.
• Aid in the preparation of presentations, reports and other materials for meetings and presentations.
• Serve as a point of contact between the Operations team and internal/external stakeholders.
• Draft and distribute internal and external communications.
• Conduct research and compile data to support decision-making processes.
• Prepare reports, presentations, and briefs for meetings and projects.
• Collect and analyze data to generate insight and recommendations for decision making.
• Arrange travel itineraries, accommodation, and transportation for the executive and other team members as needed.
• Prepare travel expense reports, invoices, and IRs and ensure timely reimbursement.
• Assist in the planning and execution of special projects and initiatives.
• Track project timelines and deliverables, ensuring alignment with organizational goals.
• Maintain office supplies and equipment, coordinate maintenance and repairs.
• Ensure the executive office is organized and operates efficiently.

Requirements

• Associate’s degree in Business Administration, Office Administration, or a related field required.
• Bachelor’s degree in Business Administration, Management, or a related field preferred.
• Minimum of 8-10 years of experience in project coordination and executive assistance or similar role.
• Minimum of 5 years of experience providing high-level support to senior executives.
• Strong organizational and communication skills.
• Demonstrates a high degree of professionalism and discretion.
• Ability to work across teams with a variety of projects.
• Ability to effectively manage multiple tasks and priorities in a fast-paced environment.
• Proven experience as an executive assistant or in a similar administrative role.
• Expert in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Minimum typing skills of 70 to 100 words per minute.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality are essential attributes.

Qualifications

• Minimum of 8-10 years of experience in project coordination and executive assistance or similar role.
• Minimum of 5 years of experience providing high-level support to senior executives.
• Strong organizational and communication skills.
• Demonstrates a high degree of professionalism and discretion.
• Ability to work across teams with a variety of projects.
• Ability to effectively manage multiple tasks and priorities in a fast-paced environment.
• Proven experience as an executive assistant or in a similar administrative role.
• Expert in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Minimum typing skills of 70 to 100 words per minute.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality are essential attributes.

Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational and communication skills
• High degree of professionalism and discretion
• Ability to work across teams with a variety of projects
• Ability to effectively manage multiple tasks and priorities in a fast-paced environment
• Proven experience as an executive assistant or in a similar administrative role

Benefits

• Competitive health insurance packages
• 401k matching
• Paid Time Off (PTO)

Pay

Competitive salary.

Schedule

1st Shift.