Administrative Assistant

Description

Position Summary 

We are seeking an organized, proactive, and service-oriented Administrative Assistant to support the day-to-day operations of our corporate office while providing administrative support to company leadership and employees. 

This role is ideal for someone who enjoys taking ownership of their work, takes pride in keeping things organized, and is comfortable independently managing multiple responsibilities. 

The ideal candidate is self-directed, resourceful, and comfortable working in an environment where priorities and activity levels may vary from day to day. This individual takes initiative, identifies what needs attention, and uses available time productively without requiring constant direction. 

The Administrative Assistant will play an important role in ensuring the corporate office runs smoothly while coordinating meetings, events, travel, expenses, vendors, documents, and other administrative activities. The successful candidate will be professional, approachable, detail-oriented, and known for strong follow-through and a willingness to step in wherever needed. 

Essential Duties & Responsibilities 

Corporate Office Operations 

• Serve as a primary point of contact for day-to-day corporate office needs. 
• Ensure the office is organized, professional, welcoming, properly supplied, and ready for employees, leadership, and visitors. 
• Manage office, kitchen, breakroom, and general supply inventory and replenishment. 
• Coordinate facilities, maintenance, repair, and building-related requests. 
• Work with property management and outside service providers as needed. 
• Maintain conference rooms, common areas, and shared office spaces. 
• Coordinate catering, food deliveries, and general office hospitality needs. 
• Assist employees with routine office-related questions and requests. 
• Maintain office records, vendor contacts, administrative resources, and shared information. 
• Track office-related requests and follow through to resolution. 
• Proactively identify administrative, organizational, and office needs and address them as appropriate. 
• Look for opportunities to improve office organization, efficiency, and the overall employee and visitor experience. 
• Support workspace preparation and other administrative needs associated with new employees and office visitors. 

Meetings, Events & Employee Activities 

• Coordinate logistics for corporate meetings, employee events, leadership meetings, and other company activities. 
• Reserve meeting spaces and coordinate room setup, catering, materials, supplies, and other meeting needs. 
• Send invitations and track RSVPs as appropriate. 
• Prepare and organize meeting materials. 
• Assist with employee recognition, engagement activities, celebrations, and corporate events. 
• Coordinate awards, gifts, supplies, catering, and event materials. 
• Maintain event timelines and checklists to ensure details are completed accurately and on time. 

Administrative & Calendar Support 

• Coordinate appointments, meetings, conference calls, and routine calendar requests. 
• Schedule meetings involving multiple participants and resolve routine scheduling conflicts. 
• Prepare agendas, presentations, correspondence, reports, spreadsheets, and supporting materials. 
• Maintain administrative trackers, templates, contact lists, records, and shared files. 
• Monitor deadlines and follow up on outstanding administrative items. 
• Provide administrative support to company leadership and other departments as needed. 
• Identify opportunities to provide additional administrative support when primary responsibilities allow. 

Expense Administration 

• Prepare and process expense reports. 
• Collect, organize, and maintain receipts and supporting expense documentation. 
• Follow up on missing receipts or information and assist with timely expense submission. 

Documents, Communications & Special Projects 

• Prepare, proofread, edit, and format correspondence, presentations, spreadsheets, reports, and other business documents. 
• Assist with routine corporate and employee communications. 
• Compile and organize information requested by leadership and other departments. 
• Maintain organized electronic files and confidential administrative documentation. 
• Assist with departmental projects and special assignments. 
• Provide administrative coordination and follow-up across departments as needed. 
• Support additional projects and organizational needs as workload permits. 

Requirements

Qualifications 

• 3–5 years of administrative, corporate office, office coordination, or executive-support experience preferred. 
• Strong organizational, prioritization, and time-management skills. 
• Demonstrated ability to manage multiple assignments independently and follow through to completion. 
• Self-directed and comfortable taking initiative without requiring constant supervision. 
• Excellent written and verbal communication skills. 
• Strong attention to detail and accuracy. 
• Professional, approachable, and service-oriented demeanor. 
• Ability to appropriately handle confidential and sensitive information. 
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint. 
• Experience coordinating meetings, events, business travel, expenses, and vendors preferred. 
• Comfortable learning and working within company travel, expense, HR, and administrative systems. 
• Ability to adapt to changing priorities and remain productive in a corporate environment with varying workloads and levels of activity. 

What Success Looks Like 

The successful Administrative Assistant is someone employees and leaders can rely on to keep the corporate office organized and running smoothly. They anticipate routine needs, take ownership of administrative details, follow through on open items, and communicate professionally. 

This individual is comfortable with the natural ebb and flow of an office environment. During higher-activity periods, they effectively prioritize and manage competing needs. During periods of lower activity, they take initiative to identify what can be organized, updated, prepared, improved, or taken off someone else’s plate. 

Perks & Benefits  

• Competitive base pay  
• Comprehensive medical, dental, and vision insurance starting on day one  
• 401(k) with company match  
• Company-paid life insurance  
• Company-paid short-term and long-term disability insurance  
• Health Savings Account (HSA) with employer contribution (for eligible plans)  
• Flexible Spending Accounts (FSA) (for eligible plans)  
• Employee Assistance Program (EAP)  
• Paid time off beginning on your first day, with 18 days accrued annually  
• Paid company holidays  
• One floating holiday each year  
• Employee Referral Bonus Program  
• Education Assistance/Reimbursement Program  
• Career development and advancement opportunities