Administrative Assistant

Position Summary:

The Administrative Assistant provides comprehensive administrative, technical, and operational support directly to the General Manager (GM) and the broader management team.  This position serves as a central hub for company leadership, ensuring efficient workflow, accurate data management, and seamless cross-departmental communication.  The role demands advanced proficiency in digital workspace tools and a high level of organizational systems management to execute critical tasks, maintain executive schedules, and safeguard confidential company information.

Essential Functions / Responsibilities:

• Executive Support: Provide direct, high-level administrative assistance to the General Manager, including managing their daily schedule and priorities, screening phone calls, and handling confidential correspondence.
• Cross-Management Assistance: Help the wider management team coordinate cross-departmental projects, track action items, and meet critical deadlines.
• Calendar & Scheduling: Coordinate complex calendars, schedule leadership meetings, handle travel arrangements, and resolve timing conflicts proactively.
• Meeting Management: Prepare digital agendas and distribute accurate meeting minutes to the management team.
• Digital Correspondence: Draft, proofread, and filter executive communications, ensuring professional and timely internal and external messaging.
• Report Preparation: Collect and analyze data to create management reports, graphs and presentations utilizing new and existing software applications including Excel, Word, Power Point, etc.

Secondary Responsibilities:

• Assists other departments as required.
• Update announcement board for company visitors.
• Perform other duties as assigned or as may be necessary.

Knowledge, Skills & Experiences:

• Education: High school diploma required; Associate’s or Bachelor’s degree in Business Administration or a related field is a plus.
• Experience: 3+ years of experience in an administrative support role, preferably assisting executive or multi-manager teams.
• Organizational Expertise: Demonstrated capability to prioritize competing demands from multiple managers, manage complex calendars, and catch logistical overlaps under tight deadlines.
• Technical Software Proficiency: High proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) or Google Workspace, including the ability to build data-tracking formulas in spreadsheets.
• Discretion: Strong commitment to maintaining strict confidentiality regarding sensitive management and company information.
• Communication: Excellent verbal and written communication skills suitable for interacting with company leadership.