Administrative Assistant

Mission (Why this role exists)

To keep Red Peppers day-to-day operations running smoothly and efficiently by orchestrating schedules meetings information flow and documentation with accuracy speed and care. The Administrative Assistant enables leaders and teams to focus on high-impact work by managing details anticipating needs and delivering reliable support.

Outcomes (What success looks like)

Success in this role means leaders are well-prepared teams stay coordinated clients feel supported and operational details are handled proactively-with clear communication and organized systems.

Key Outcomes

1) Calendar & Scheduling Mastery

• Manage multiple calendars; coordinate internal/external meetings and conference calls.
• Prevent conflicts ensure agendas/locations/links are set and provide timely updates.

2) Meeting Prep Notes & Follow-Through

• Prepare agendas materials and attendee lists; capture notes and action items.
• Track completion of key deliverables and follow up on outstanding items.

3) Client Support & Information Requests

• Handle client inquiries professionally; route to the right owner and close the loop.

4) Document & Data Management

• Organize and update databases; maintain document version control and file hygiene.
• Ensure records are accurate current and easy to retrieve.

5) Operational Coordination

• Coordinate with other administrative staff to keep processes smooth across teams.
• Identify bottlenecks and propose improvements to scheduling communications or filing workflows.

6) Tools & Systems Effectiveness

• Use Microsoft 365 and core company tools proficiently; create templates to standardize work (emails agendas minutes trackers).

7) Professionalism Confidentiality & Reliability

• Communicate clearly and respectfully at all levels; safeguard sensitive information.

Competencies (How success is achieved)

• Organization & Prioritization Juggles multiple calendars tasks and deadlines.

• Proactive Ownership Anticipates needs follows through and closes loops.

• Communication Clear concise and professional-written and verbal.

• Attention to Detail Accurate scheduling documentation and data entry.

• Problem Solving Resourceful and calm in resolving conflicts and logistics issues.

• Tech Fluency Strong with Microsoft Office/365 and common productivity tools.

• Service Mindset Friendly responsive and client-focused.

• Collaboration Works seamlessly with leaders teams and other admin staff.

• Discretion & Integrity Handles confidential information appropriately.

• Adaptability Stays steady and effective as priorities shift.

Compensation & Benefits (Snapshot)

• Salary: DOE
• Company Lunch & Learn every Friday (free lunch)
• Rich health benefits: Medical Dental Vision
• Disability: Short-Term (STD) & Long-Term (LTD) - company covered
• Health Challenge: up to $200 reimbursed per month
• 401(k): company match
• PTO: Start with 12 days
• Sick Days: 5 days annually