Administrative Assistant

Job Overview:

We pride ourselves on fostering a collaborative and inclusive work environment that encourages creativity and growth. As we continue to expand, we are seeking a detail-oriented and proactive Administrative Assistant to join our team.

Responsibilities:

• Calendar Management: Efficiently organize and manage executive calendars, scheduling appointments, meetings, and events. Coordinate with internal and external stakeholders to ensure smooth scheduling and resolve conflicts as needed.
• Communication Handling: Act as the primary point of contact for the executive team, managing phone calls, emails, and correspondence. Draft, proofread, and edit documents to ensure clarity, professionalism, and adherence to company standards.
• Travel Coordination: Arrange and coordinate domestic and international travel logistics, including flights, accommodations, and ground transportation. Prepare detailed itineraries and provide necessary documentation for seamless travel experiences.
• Meeting Support: Assist in organizing and coordinating meetings, conferences, and events. This includes preparing meeting materials, setting up conference rooms, and ensuring all necessary equipment and resources are available.
• Document Management: Establish and maintain efficient filing systems for physical and electronic documents. Ensure accuracy and completeness of records, and implement best practices for document organization and retrieval.
• Office Organization: Oversee general office duties, such as ordering and managing office supplies, maintaining cleanliness, and addressing day-to-day operational needs. Proactively identify areas for improvement in office processes and implement solutions.
• Data Entry and Reporting: Perform data entry tasks and generate reports as required. Compile, analyze, and present data to support decision-making processes within the organization.
• Project Support: Collaborate with team members to support project-related tasks. Assist in tracking project timelines, milestones, and deliverables. Provide administrative support for project meetings and communication.
• Confidentiality Management: Handle sensitive and confidential information with the utmost discretion and integrity. Implement and enforce data security measures to safeguard company and employee information.
• Task Prioritization: Effectively prioritize tasks based on urgency and importance, ensuring that critical deadlines are met. Identify potential challenges and propose solutions to enhance workflow efficiency.
• Collaboration and Liaison: Foster positive working relationships within the organization and serve as a liaison between executives and various departments. Facilitate communication and coordination to enhance overall team productivity.
• Ad Hoc Support: Provide ad hoc support to executives and team members as needed. Demonstrate flexibility and adaptability in addressing unforeseen challenges and emerging priorities.

Requirements:

• Proven experience as an Administrative Assistant or in a similar role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Preferably has experience with software, Paylocity.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Attention to detail and problem-solving skills.
• Ability to multitask and prioritize tasks effectively.
• Proactive and able to work independently.
• Discretion and confidentiality in handling sensitive information.