Job Description

Description:

About the Role


The Administrative Assistant provides high-level administrative and organizational support to senior leaders across various departments. This individual plays a key role in managing calendars, coordinating meetings, preparing documents, and ensuring smooth day-to-day operations. The ideal candidate is proactive, detail-oriented, and able to anticipate the needs of busy executives in a fast-paced, collaborative environment.


Key Responsibilities


Calendar & Meeting Management

Manage complex calendars for multiple leaders, including scheduling internal and external meetings, appointments, and travel arrangements. Anticipate scheduling conflicts and proactively offer solutions. Prepare meeting agendas, materials, and follow-up notes. Coordinate logistics for on-site and virtual meetings, including technology setup and catering as needed.

Administrative & Office Support

Draft, edit, and format correspondence, reports, and presentations. Handle expense reports, purchase orders, and invoice processing. Maintain organized filing systems (digital and physical) for easy retrieval of documents and records. Assist with managing incoming and outgoing communications on behalf of leaders, ensuring timely and professional responses.

Operational Coordination

Support departmental processes such as status follow-up, team communications, and project tracking. Assist with the preparation of materials for client and leadership meetings. Liaise across departments to ensure alignment on deadlines, deliverables, and follow-ups.

Confidentiality & Professionalism

Exercise discretion with sensitive information and maintain strict confidentiality. Represent leadership with professionalism and a positive, solutions-oriented attitude.

Requirements:
3+ years of administrative or executive assistant experience, preferably supporting multiple leaders. Strong proficiency with Microsoft Office Suite, specifically Microsoft Outlook. Excellent organizational and multitasking skills with keen attention to detail. Exceptional written and verbal communication abilities. Demonstrated ability to prioritize competing demands and maintain composure under pressure. Discretion, integrity, and professionalism in handling confidential information. Strong interpersonal skills and a collaborative mindset. * A proactive problem-solver who anticipates needs rather than reacts to them.