Description:
This position provides high-level administrative support to help ensure the office operates efficiently, professionally, and smoothly. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities while supporting executive staff, coordinating schedules and travel, and serving as a welcoming first point of contract for visitors and callers. Strong communication skills, professionalism, discretion, and proficiency with modern office technology are essential to success in this role.
Responsibilities:
- Maintain, organize, and order general office supplies, including paper, pens, ink/toner, and other essential materials, ensuring teams have the resources they need to operate effectively.
- Green and sign in visitors, direct them to the appropriate location, and provide a welcoming, professional experience.
- Manage and organize team schedules and appointments using calendar and scheduling applications.
- Coordinate and book domestic and international travel arrangements for executive staff, including transportation, lodging, and related itineraries.
- Take accurate and detailed meeting notes and distribute information or follow-up items as needed.
- Answer, screen, and direct incoming phone calls in a professional and courteous manner.
- Receive and communicate messages and information accurately, professionally, and in a timely manner.
- Assist with administrative and project-based work using Microsoft 365 and other office productivity tools.
- Support executive staff and team members with day-to-day administrative needs as assigned.
- Maintain organized files, documents, and other administrative records while handling sensitive information with discretion.
Requirements:
- High school diploma or general education degree (GED) equivalent.
- Valid driver's license.
- Minimum of 5 years of experience as an executive-level administrative assistant or in a comparable administrative support role.
- Demonstrated experience operating multifunction printers, including scanning documents and sending them as email attachments, configuring copy settings, and performing light maintenance such as replacing toner cartridges.
- Experience with office productivity suites, including Microsoft 365 and Google Workspace.
- Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and other common business applications.
- Strong organizational, time-management, and multitasking skills with the ability to prioritize competing demands.
- Excellent written and verbal communication skills.
- Professional, friendly, and polished demeanor when interacting with executives, employees, visitors, clients, and vendors.
- Strong attention to detail and the ability to maintain accuracy while working under deadlines.
- Ability to work independently, exercise good judgment, and handle confidential or sensitive information appropriately.
Preferred Qualification:
- Typing speed of at least 65 works per minute.
- Previous experience supporting executives, senior leadership, or a fast-paced professional office environment.
- Experience coordinating complex calendars, meetings, and executive travel.
- Strong working knowledge of both Microsoft 365 and Google Workspace.
