Administrative Assistant

Position Title: Administrative Assistant

Location: Hybrid Maitland Office

Salary: $45000

FLSA Status: Exempt

Department: HR/Administration

Description:

We are seeking a highly organized and detailoriented Administrative Assistant to provide essential support to our executive team. The ideal candidate will manage daily administrative tasks ensure efficient office operations and assist in coordinating communications and schedules. This role requires strong multitasking abilities excellent communication skills and a proactive approach to problemsolving.

This role is intentionally structured as a launchpad into a full Executive Assistant (EA) position. Youll be exposed to highlevel administrative functions executive calendar management crossfunctional coordination and strategic support tasks. Our goal is to provide handson experience mentorship and incremental responsibility that will allow you to develop the skills and confidence to step fully into an EA role.

We expect the right candidate to grow into that capacity within 612 months depending on performance initiative and evolving team needs. Youll receive regular feedback and be gradually entrusted with more complex and highimpact tasks. For someone who is motivated detailoriented and excited to partner with leadership this is a unique opportunity to fasttrack your career.

Key Responsibilities:

Administrative and Executive Support:

• Managing the CEOs calendar coordinating meetings and handling daily tasks to optimize efficiency
• Serving as a key point of contact and communicating on the CEOs behalf with other executive leaders.
• Manage daily office functions including inventory control ordering supplies and maintaining office organization.
• Provide administrative support to executives assisting with calendar management scheduling meetings and handling routine correspondence.
• Coordinate travel arrangements for executives and team members including booking flights accommodations and transportation with the potential to travel to support AE needs.
• Support CEO in both professional and personal todos.
• Communicate effectively with staff executives and external partners to ensure smooth daytoday operations.

Vendor and Office Management:

• Maintain relationships with external vendors such as office suppliers catering services and maintenance personnel.
• Monitor office supply levels and place orders to ensure the office is always wellstocked.
• Assist with the planning and coordination of team events lunches and meetings.
• Oversee the issuance and updating of access badges for all company employees and manage access permissions efficiently.

Meeting Coordination:

• Schedule organize and assist with meetings including preparing agendas taking notes and ensuring all meeting logistics are handled.
• Organize catering and meeting materials for inoffice and virtual meetings.

Qualifications:

• Education: Bachelors degree
• Experience: 3 years of experience as an admin support with knowledge of executive operations office coordination and highlevel support.

Preferred Qualifications

• Knowledge of travel management systems or booking platforms.

Skills:

• Strong organizational and time management skills.
• Excellent communication skills both written and verbal.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
• Experience with scheduling tools (e.g. Google Calendar Microsoft Outlook).
• Ability to handle multiple tasks simultaneously and adapt to shifting priorities.
• Strong attention to detail and problemsolving abilities.
• Discretion and professionalism in handling confidential information.

Attributes:

• Selfmotivated with a proactive attitude.
• Strong interpersonal skills and the ability to work well in a team.
• Ability to work independently and take initiative when needed.
• Flexible and adaptable to changes in a dynamic environment.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.