Administrative Assistant

Administrative Assistant Job Description

Job Title: Administrative Assistant
Position Type: Full-Time/Part-Time

Company Overview

GSR Group proudly owns and operates Wingstop franchise locations providing outstanding food and exceptional service to our guests. Were expanding our support team to include an Administrative Assistant. This role is essential in ensuring a seamless and positive experience for every guest whether theyre asking about menu items orders or employment opportunities.

We are seeking a highly organized detail-oriented and proactive Administrative Assistant to join our dynamic this role you will provide crucial administrative support ensuring smooth daily operations and facilitating efficient workflows across various departments. You will be expected to manage calendars handle communications assist in office management tasks and support senior staff members with various projects.

1. Office Administration

• Greet visitors answer phone calls and respond to emails professionally.

• Maintain and organize office supplies; monitor inventory levels and order materials when needed.

• Ensure office equipment (copiers fax machines computers) is operational and schedule repairs when necessary.

• Coordinate office maintenance and cleanliness with relevant service providers.

• Schedule and coordinate meetings conference calls and appointments ensuring proper resources are available.

2. Calendar & Schedule Management

• Manage calendars for executives and other team members scheduling appointments and meetings.

• Confirm meeting times locations and materials required.

• Provide timely reminders for upcoming appointments and deadlines.

• Assist in organizing and coordinating travel arrangements including flights accommodations and itineraries.

3. Document Management & Correspondence

• Prepare edit and proofread documents presentations reports and spreadsheets as requested.

• Handle incoming and outgoing mail and packages ensuring accurate delivery.

• Maintain organized filing systems both physical and electronic ensuring documents are easy to retrieve and secure.

• Prepare and manage expense reports invoices and purchase orders.

• Assist in drafting and distributing internal memos announcements and communications.

4. Event Coordination

• Assist in planning organizing and coordinating company events meetings and conferences.

• Handle logistics including venue booking catering arrangements travel coordination and preparation of materials.

• Serve as a point of contact for event attendees and manage RSVP lists.

5. Communication and Liaison

• Act as a liaison between departments and external vendors or clients.

• Provide clear communication and follow up on pending issues with clients vendors and internal staff.

• Manage internal communication and ensure timely responses to inquiries.

6. Project Support

• Assist in project coordination ensuring timelines and deliverables are met.

• Help compile project reports and status updates.

• Support the management team in executing strategic initiatives by providing administrative support.

7. Miscellaneous Support Tasks

• Manage and track office budgets ensuring that expenses stay within limits.

• Provide occasional assistance with HR tasks (e.g. new employee onboarding orientation materials).

• Perform other duties as assigned by senior management.

• Education: High school diploma or equivalent (Associates or Bachelors degree preferred).

• Experience: 1 years of administrative or office experience preferably in a corporate environment.

• Technical Skills: Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook); familiarity with office equipment and systems.

• Communication Skills: Excellent written and verbal communication abilities with strong attention to detail.

• Organizational Skills: Ability to manage multiple tasks and projects efficiently while meeting deadlines.

• Problem-Solving Skills: Ability to anticipate needs and address issues proactively.

• Team Player: Collaborative with the ability to work effectively in a team setting.

• Adaptability: Comfortable in a fast-paced changing environment.

• Experience with project management tools (e.g. Asana Trello or similar).

• Basic knowledge of bookkeeping or accounting principles.

• Previous experience in a specific industry (e.g. tech legal finance) may be advantageous.