Archived listing. The details below describe a past opening.
We are looking for a detail-oriented Administrative Assistant to support daily office operations. This contract position requires someone who can manage front-desk interactions, handle incoming calls effectively, and keep administrative tasks organized and up to date. The ideal candidate brings strong coordination skills, accuracy in data handling, and a helpful approach to supporting both internal teams and visitors.
Calendar Management
- Maintain and update senior leaders’ calendars with a focus on optimizing his/her time and ensuring they are aware of their schedule and upcoming commitments: meetings, conferences, presentations, and media appearances
- Help strategically prioritize the calendar based on what is critical and/or urgent across various internal and external priorities
Meeting Management
- Provide backup executive support for Board management including, preparing and distributing board materials and minutes, coordinate schedules for meetings. Must be available to travel to off site meetings 2-4 times per year in the event the Executive Assistant is not available.
- Lead logistics for in person and virtual meetings, including coordinating meeting dates, invitations, catering, meeting space preparation, and basic audio visual setup
- Attend meetings, record minutes, and distribute meeting notes and action items
Travel Management
- Arrange travel, accommodations, itineraries, and all trip logistics for senior leaders, including expense report submission
- Create travel itineraries and agendas and compile documents for travel-related meetings
Professional Support
- Act as the point of contact between leadership and internal/external clients and stakeholders, filtering and prioritizing inquiries
- Draft, review, and send communications on behalf of leadership
- Assist with special projects and event planning and execution
- Demonstrate a high degree of discretion when managing confidential and sensitive information regarding the senior leader and/or area supported
Office Management
- Manage office operations including supply inventory, maintenance requests, visitor badge administration, mail and package distribution.
- Handle ad hoc office-related tasks and special projects as needed to support operational continuity and senior leaders’ priorities
- Prior experience in an administrative support, office assistant, or receptionist role.
- Ability to handle inbound calls professionally and communicate clearly with a variety of stakeholders.
- Strong data entry skills with careful attention to accuracy and detail.
- Working knowledge of general office procedures and administrative best practices.
- Strong organizational skills with the ability to manage multiple tasks effectively.
- Proficiency with standard office software and administrative tools.