Administrative Assistant

Administrative Assistant

The Administrative Assistant must exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This position is 100% in-office due to the collaborative nature of this role.

Administrative and Operational Support

• Completes a cread bro varoro administrative tasks including back-up support for Executive Assistant team including:
  • Calendaring meetings and daily coordination/management of calendars
  • Arranging travel plans, itineraries, and agendas
  • Book internal and external meetings as needed.
• Ensure Expense Reports are submitted accurately and timely
• Assist with booking conferences and asset tours to include but not limited to hotel, airfare, meals, prep itineraries, and agendas.
• Assists with planning and coordinating company-wide or department specific events and meetings, including Employee Engagement and Volunteer events.
  • Includes assisting as needed for company events – setup, tear down, etc.
• Provide direct support to Operations, including HR, Technology and Marketing.
• Assist with operational policies and uphold company policy guidelines

• Review and prepare tour books, investor materials, including printing, binding, etc.
• Printing, compiling documents that require signatures (contracts, expense reports, etc.), then scanning advies, filing, emailing accordingly.
• Compose and/or transcribe various correspondence, some of which may be highly confidential.
• Create department binders.
• Draft letters or email correspondence as needed.
• Pulling reports from various internal databases as needed.

• Cross-tr-Jetrn responsibilities to act as back up to Office Manager, as needed, including:
  • Organize and stock office supplies, snacks, and reorder supplies, as needed.
  • Keep kitchen clean and office picked up.
  • Operate and troubleshoot office equipment like copy machine, etc.
  • kere answering the incoming calls.
  • Mailing of packages / Copying and Sensitivity を meetings preparation
    • Mail any packages or letters via Fed Ex, UPS, USPS, as required.
  • Sort and distribute incoming mail.
• Cross-train on responsibilities to act as back up to other Executive Assistants as needed.
• Lead Culture Crew Committee meetings and follow up communications with committee members.
• Manage decorating of employees work area on their birthdays.
• Onboarding tasks for new hires.
• Order lunch and prep conference if necessary for meetings.
• Book on-site and off-site meetings.

• Exercises discretion and independent judgement to make decisions with respect to matters of significance.
• Joins internal meetings (as appropriate / requested), takes copious notes/minutes, drives effective follow up, including correspondence and next steps.
• Suggests more efficient ways to run the office and troubleshoot malfunctions.
• Perform research, special projects, record keeping, and other miscellaneous duties as needed for the office.

• Prioritizes conflicting needs; handles matter, expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Other duties as assigned.

• Excellent written and verbal communication skills.
• Strong work tenure:
  Five to ten years of experience supporting multiple departments.
• Proficient in Microsoft Office Suite with aptitude to learn new software and systems.
• Demonstrates proactive approaches to problem-solving with strong decision-making capability.
• High EQ with the ability to form relationships within the company to create better results on deliverables.
• Exceptional collaborator and influencer – ability to engage with multiple stakeholders (CEO, Directors, staff, vendors) and quickly build relationships needed to accomplish goals and objectives.
• Highly resourceful team…