Administrative Assistant

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.

• 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.