Administrative Assistant

Job Description

Job Description

Benefits:

• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance
• Wellness resources

The Administrative Assistant serves as the central point of coordination for daily office operations, providing high-level administrative and organizational support. This role ensures smooth functioning of the office by managing communications, maintaining records and supplies, greeting and assisting guests, and supporting leadership with scheduling and correspondence. The ideal candidate is detail-oriented, proactive, and able to balance multiple responsibilities while maintaining professionalism and confidentiality.

Key Responsibilities

Office Operations

• Greet guests, clients, and staff professionally and courteously.
• Answer, screen, and route phone calls, emails, and other communications.
• Manage incoming and outgoing correspondence, including mail, packages, and documents.
• Maintain office supply inventory and order as needed.
• Ensure the office environment is organized, welcoming, and functional.

Administrative Support

• Draft, edit, and proofread letters, reports, presentations, and other documents.
• Perform accurate data entry and maintain databases, records, and logs.
• Prepare reports, spreadsheets, and meeting materials.
• Maintain filing systems (digital and physical).
• Coordinate scheduling and maintain executive and team calendars.
• Schedule meetings, prepare agendas, record minutes, and support logistics (catering, technology setup).

Communication & Coordination

• Liaise with staff, vendors, and external partners.
• Support new staff onboarding with workspace preparation and paperwork.
• Coordinate travel arrangements and itineraries for staff and leadership.

Technology & Process Support

• Operate and troubleshoot office equipment (printers, copiers, conferencing tools).
• Provide support for virtual meetings (Teams, Zoom, etc.).
• Recommend and implement improvements for administrative processes.

Other Duties

• Assist with planning and coordinating special projects and events.
• Provide backup support for other administrative staff as needed.

Qualifications

• High school diploma or equivalent required; Associates or Bachelors degree preferred.
• 3+ years of administrative, office management, or secretarial experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms.
• Strong organizational and multitasking skills in a fast-paced environment.
• Excellent written and verbal communication skills.
• Professional demeanor, discretion, and commitment to confidentiality.
• Ability to work independently and collaboratively with diverse teams.