Administrative Assistant

The Administrative Assistant provides essential support to the leadership team, office staff, and various departments to ensure smooth daily operations. This role is responsible for managing clerical tasks, organizing schedules, assisting with documentation, and facilitating communication across teams. Reporting to the Director of Strategic Initiatives, the Administrative Assistant plays a key role in maintaining efficiency, professionalism, and organization across the office.

Key Responsibilities

Clerical & Office Support

• Manage and organize company files, documents, and records for easy access.
• Prepare reports, presentations, and correspondence as requested.
• Maintain databases, spreadsheets, and records accurately and efficiently.
• Assist with employee onboarding documentation and administrative tasks.

Scheduling & Calendar Management

• Schedule meetings, appointments, and company events.
• Coordinate travel arrangements for leadership and employees as needed.
• Maintain and update office calendars to avoid scheduling conflicts.
• Send reminders and follow-ups for scheduled meetings and activities.

Communication & Customer Service

• Act as the first point of contact for office inquiries, phone calls, and emails.
• Greet visitors and provide a professional, welcoming experience.
• Assist employees and departments with administrative needs to improve workflow.
• Provide backup front desk coverage when necessary.

Financial & Procurement Assistance

• Assist in processing invoices, purchase orders, and expense reports.
• Maintain financial records and track office-related expenses.
• Order and maintain office supplies and materials, ensuring inventory levels are adequate.
• Coordinate with vendors and service providers as needed.

Operational & Office Organization

• Support daily office operations by maintaining a clean, organized, and efficient workspace.
• Assist with event planning, employee onboarding logistics, and company training sessions.
• Help coordinate meetings, celebrations, and office activities.
• Ensure compliance with company policies, confidentiality, and safety procedures.

• High school diploma or equivalent required; Associate’s degree preferred.
• 2+ years of administrative or office experience; trades or service industry experience a plus.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Experience with CRM systems or project management software preferred.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication abilities.
• High attention to detail and accuracy.
• Ability to handle sensitive information with confidentiality and discretion.

Core Competencies

• Organization: Manages multiple tasks efficiently while maintaining accuracy and focus.
• Attention to Detail: Ensures precision in data entry, scheduling, and documentation.
• Communication: Provides clear and professional communication both internally and externally.
• Technical Proficiency: Uses office software, tools, and systems effectively.
• Problem-Solving: Anticipates administrative needs and proactively addresses challenges.
• Time Management: Prioritizes workload to meet deadlines in a fast-paced environment.
• Customer Focus: Provides excellent service to employees, leadership, and customers.