Administrative Assistant (Part-time)

Position Summary

The Administrative Assistant provides high-level administrative and operational support to the Chairman/CEO, President/COO, and other senior leaders as assigned. This role manages calendars, communications, contracts, records, and operational administrative processes while serving as a key liaison across departments. The Administrative Assistant also oversees office administration, supports employee engagement and community initiatives, and helps ensure the efficient operation of executive and corporate functions. Success in this role requires exceptional organization, discretion, sound judgment, attention to detail, and the ability to manage multiple priorities independently while collaborating effectively with stakeholders across the organization.

Responsibilities

• Coordinate calendars, schedule meetings, resolve scheduling conflicts, and arrange travel, conference registrations, and accommodations for executives and department leaders.
• Monitor designated executive and departmental email inboxes, routing inquiries and requests to appropriate stakeholders.
• Process and route invoices, expense reports, and purchasing card transactions for approval and payment, ensuring accurate coding and supporting documentation for executives.
• Review and approve employee timecards and PTO requests, maintaining accurate records and calendar updates.
• Care for expense & mileage reimbursement submissions, consolidating approvals and forwarding finalized documentation to responsible parties.
• Procure office supplies, business materials, and mailroom resources while ensuring proper expense allocation and documentation.
• Support day-to-day administrative operations to ensure efficient departmental workflow.
• Aid in the planning & execution of employee recognition and leadership events, including scheduling, communications, and logistical coordination.
• Serve as or support project administration related to community partnerships, initiatives or events, including coordinating and executing project plans and timelines, facilitating internal and external collaboration and participation in post-evaluations to optimize results, value, and alignment with business goals.

Required Qualifications

• Minimum of 5-8 years administrative experience supporting Senior Level Executives.
• Possess strong organizational skills, with proven experience prioritizing work and coordinating several projects at one time and can multi-task in a fast-paced, dynamic, and ever-changing environment.
• Bachelor’s Degree or equivalent experience is preferred.
• Professional in demeanor and appearance, excellent written and oral communication skills, strong interpersonal skills, exceptional problem-solving, critical thinking, and customer service skills.
• Advanced skills with Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) and the ability to accurately gather, summarize, and compile data into effective reports and presentations.