Archived listing. The details below describe a past opening.
We are looking for a proactive Administrative Assistant to support daily operations.
This Contract position is ideal for someone who can manage shifting priorities, respond quickly to time-sensitive requests, and maintain a high level of organization in a fast-paced setting.
The role works closely with office leadership and requires strong judgment, attention to detail, and a service-oriented approach.
Responsibilities:
- Coordinate calendars, appointments, and scheduling requests while ensuring urgent needs are addressed promptly and accurately.
- Provide day-to-day administrative support to office leadership, including preparing documents, managing correspondence, and tracking follow-up items.
- Maintain organized electronic and physical filing systems so records, procedures, and key information can be accessed efficiently.
- Enter, update, and review information in Microsoft Office applications and internal business systems with a strong focus on accuracy.
- Manage incoming mail, distribute materials to the appropriate team members, and assist with printing and general office support tasks.
- Take detailed notes, monitor action items, and help keep projects and administrative requests moving forward without constant direction.
- Adapt to changing priorities throughout the day and use sound judgment to handle new requests in a calm and effective manner.
- Support a collaborative office environment by communicating respectfully with advisors, team members, and leadership.
- Assist with back-office coordination and administrative processes that help maintain smooth daily operations across the team.
- 5 to 10 years of experience in an administrative support or office coordination role.
- Proven ability to manage calendars, scheduling, and time-sensitive requests in a fast-paced environment.
- Strong organizational skills with the ability to maintain detailed records, procedures, and filing systems.
- Excellent note-taking, follow-up, and multitasking abilities while handling shifting priorities.
- Proficiency with Microsoft Office and experience working in electronic filing systems and internal software platforms.
- High level of professionalism, discretion, and responsiveness when supporting leadership.
- Ability to work independently, show initiative, and remain focused with minimal supervision.
- Strong communication skills and a respectful, team-oriented approach to working with others.