Administrative Assistant

We are looking for an Administrative Assistant to support daily business operations and provide dependable coordination for leadership. This Long-term Contract position is ideal for someone who thrives in a fast-moving office setting, keeps information organized, and communicates effectively across teams. The role involves managing schedules, handling documentation, arranging travel, and assisting with office, purchasing, and employee support activities with a high level of accuracy and discretion.

Responsibilities:

• Oversee leadership calendars by scheduling appointments, adjusting priorities, and keeping meeting details current.
• Coordinate internal meetings by securing space, preparing materials, and confirming logistics with attendees.
• Create, organize, scan, and distribute business documents while maintaining accurate electronic filing systems.
• Support reporting and administrative projects by updating spreadsheets, presentations, and other routine records.
• Arrange business travel plans, including transportation and lodging, and prepare supporting travel documentation.
• Assist with expense submissions, reimbursement records, and the collection of receipts for proper tracking.
• Help manage purchasing paperwork by preparing requisitions, submitting payment-related documents, and monitoring approval progress.
• Process invoices and follow up with internal partners to help ensure timely completion of procurement and payment tasks.
• Provide administrative support for time-off tracking, attendance documentation, onboarding coordination, and other personnel-related records while protecting confidential information.
• At least 3 years of experience in an administrative assistant, executive support, office coordination, or similar position.
• Strong ability to manage multiple priorities, stay organized, and meet deadlines in a busy environment.
• Clear written and verbal communication skills with a detail-oriented and service-oriented approach.
• Proven discretion when handling sensitive employee, leadership, or business information.
• Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, and Teams.
• Experience with data entry, general office administration, and receptionist or inbound call support.
• Familiarity with document management, timekeeping, purchasing, or procurement systems is preferred.
• Comfort using standard office equipment such as printers, scanners, and multifunction devices.