Administrative Assistant (contract)

Job Responsibilities

• Maintain and manage the GM's complex calendar, ensuring scheduling accuracy and proactive conflict resolution
• Process purchase orders and invoices, ensuring timely and accurate payment in accordance with procurement policies
• Cook up and coordinate logistics for events, team meetings, and leadership gatherings
• Supervise general office operations including ordering supplies, maintaining records management systems, and performing basic bookkeeping
• Review and approve invoices, reports, memos, financial statements, and other corporate documents
• Read and analyze incoming memos, submissions, and reports to determine significance and plan appropriate distribution
• Prepare agendas and make arrangements for committee, board, and other meetings
• Cook up and coordinate travel arrangements and process business expenses for senior leadership
• Manage procurement of goods and services including equipment, office supplies, and vendor relationships
• Serve as a key point of contact for the department and support cross-functional collaboration across teams and levels
• Complete special projects and contribute to the rollout of new programs and community-focused initiatives as assigned

Requirements

• 8–10 years of experience in calendar management supporting senior or executive leadership
• 8–10 years of experience in payments processing including purchase orders and invoice management
• 8–10 years of experience in event planning and coordination
• Demonstrated experience supporting senior leadership in a high-visibility, professional environment
• 2–3+ years of prior experience working within Microsoft required
• Strong verbal and written communication skills with the ability to interact professionally at all levels of an organization
• Exceptional ability to manage multiple priorities simultaneously in a high-paced executive environment
• Demonstrated ability to handle sensitive and confidential information with discretion and composure
• Strong event planning and coordination capabilities
• Able to work both independently and collaboratively as a team player across diverse groups
• Knowledge of procurement and space management practices
• Strong leadership presence with the ability to provide constructive feedback and mentoring support
• Proficiency in Microsoft Word, Excel, and PowerPoint