We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive administrative support to leadership and cross-functional teams. The ideal candidate will be responsible for managing daily office operations, coordinating schedules, handling communications, maintaining records, and ensuring efficient workflow across the organization. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative Support

• Provide administrative support to executives, managers, and department teams.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare agendas, meeting materials, presentations, and reports.
• Record meeting minutes and track action items as needed.
• Screen and direct incoming calls, emails, and correspondence.
• Draft, proofread, and distribute internal and external communications.

Office Management

• Maintain organized filing systems, databases, and company records.
• Order and manage office supplies, equipment, and vendor relationships.
• Coordinate office maintenance requests and facility-related needs.
• Assist with onboarding activities for new employees and visitors.
• Ensure office procedures and administrative processes are followed efficiently.

Travel & Event Coordination

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Coordinate meetings, conferences, team events, and client visits.
• Manage event logistics, catering, venue reservations, and attendee communications.

Financial & Reporting Support

• Process expense reports and reimbursements.
• Assist with invoice processing, purchase orders, and budget tracking.
• Maintain accurate records and prepare reports for leadership review.
• Support departmental projects and special initiatives as assigned.

Customer & Stakeholder Support

• Serve as a professional point of contact for internal and external stakeholders.
• Respond to inquiries and provide timely follow-up.
• Build positive relationships across departments and with vendors, clients, and business partners.

Project Coordination

• Support project tracking, documentation, and scheduling.
• Coordinate deadlines and ensure timely completion of assigned tasks.
• Assist leadership with special projects and business initiatives.

Required Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• 2+ years of administrative, office management, executive support, or related experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Excellent verbal and written communication skills.
• Strong organizational, planning, and multitasking abilities.
• Ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and collaboratively in a team environment.