Office Administrator

Required Skills & Experience

• 3–5 years of administrative experience in an enterprise or corporate environment
• Proven experience managing a fast-paced office and supporting senior leaders
• Strong scheduling and calendar management skills
• Confident communicator with the ability to interact professionally with leadership
• Proficiency in Microsoft Office Suite, Microsoft Teams, and Zoom

Nice to Have Skills & Experience

• Experience with invoicing and expense reconciliation (Can be taught)
• Healthcare Experience

Job Description

• Executive Support & Calendar Management ○ Manage complex calendaring and meeting coordination for leadership ○ Organize meetings end-to-end, including scheduling, preparing agendas, gathering pre-reads, and communicating updates with attendees ○ Coordinate logistics for on-site and virtual meetings, including lunch meetings (ordering meals, managing attendee counts, etc.)
• Meeting Coordination & Communication ○ Follow up with attendees regarding schedule changes or shifts in meeting direction ○ Take detailed meeting notes and provide clear summaries/action items as needed ○ Transcribe key discussions and ensure alignment across stakeholders
• Financial & Administrative Support ○ Handle invoicing and expense management, including reconciliation of corporate credit card transactions ○ Maintain accurate records and ensure timely submission of administrative documentation
• Operational Support ○ Provide administrative support to Clinical Operations (Clin Ops) team as needed ○ Assist with preparing reports and materials for Executive Director-led All Hands meetings ○ Coordinate quarterly team lunches with the Executive Director to foster a collaborative and open environment