Administrative Assistant

Key Responsibilities

• Provide comprehensive administrative support to executives and managers
• Prepare, edit, and format correspondence, reports, presentations, and documents
• Maintain filing systems (electronic and paper)
• Handle incoming and outgoing mail and deliveries
• Support for specific New York City building requirements such as fire code, recycling, etc.
• Manage office supplies inventory and reorder as needed
• Schedule meetings, appointments, and conference calls
• Cook up meeting logistics (rooms, materials, virtual links, catering)
• Prepare agendas and take meeting minutes
• Follow up on action items and deadlines
• Serve as first point of contact for visitors, clients, and vendors
• Answer and direct phone calls and emails professionally
• Respond to inquiries and provide information as appropriate
• Maintain positive internal and external relationships
• Data & Records Management
• Enter and update data in internal systems
• Generate routine reports and summaries
• Ensure accuracy and completeness of documentation
• Financial & Operational Support
• Process invoices, expense reports, and purchase orders
• Cook up executive level travel arrangements
• Aid with special projects and events
• Cook up team activities and internal communications
• Track project timelines and deliverables
• Provide backup support to other administrative staff when needed

Skills, Capabilities & Educational Requirements

• H.S Diploma or equivalent required; Associates degree in Business Administration, Communication or related field preferred
• 3 + years of experience supporting Senior Executives in a fast-paced environment required
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams)
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills, with a professional and polished demeanor
• High level of discretion, integrity, and professionalism in handling confidential matters
• Ability to work independently, exercise sound judgment, and adapt quickly to changing priorities

We Are An Equal Opportunity Employer

We Soda is an equal opportunity employer. All employment decisions are made without regard to race, color, religion, national origin, sex (including pregnancy, childbirth, and related medical conditions, sexual orientation, or gender identity), age (40 or older), disability, genetic information (including employer requests for, or purchase, use, or disclosure of genetic tests, genetic services, or family medical history), or any other legally protected categories. This includes providing reasonable accommodation for employee's and applicant's disabilities or religious beliefs and practices. Alternative methods of applying for employment are available to individuals unable to apply through this site because of a disability. Contact WE Soda Human Resources to discuss reasonable accommodations by sending an email to humanresources@wesoda.com.