Administrative Assistant

The Administrative Assistant is responsible for providing administrative support to the leadership team. This role will be responsible for managing calendars, meetings, travel arrangements, expense reports, and daily administrative activities.

Job Responsibilities

• Serve as the administrative partner and key support resource to the leadership team by managing complex calendars, schedules and meetings coordination.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation and itineraries.
• Maintain and oversee travel records and calendars to support tax compliance and reporting requirements.
• Prepare and submit expense reports and support expense reconciliation processes.
• Screen, prioritize, and manage incoming communications, correspondence, and meeting requests.
• Organize and maintain confidential files, records, and documentation.
• Anticipate leadership needs and proactively support daily business activities.
• Schedule and coordinate internal and external meetings, including conference room reservations, virtual meeting logistics, and catering arrangements.
• Prepare meeting agendas, compile materials, and assist with follow-up action items.
• Assist in planning and execution of leadership meetings, employee events, customer visits, and company-sponsored activities.
• Coordinate logistics for off-site meetings, conferences, and special events.
• Assist with invoice processing, purchase requisitions, and other administrative transactions.
• Support onboarding activities and administrative needs for new employees and visitors.
• Assist with special projects and business initiatives as assigned.

Education/Experience

• Associate's degree preferred; equivalent education and experience will be considered.
• 3+ years of administrative or executive support experience.
• Experience supporting multiple leaders and managing competing priorities.
• Experience working in a dynamic, fast-paced environment.
• Experience coordinating executive-level meetings, events, and travel arrangements (domestic and international)

Skills/Abilities

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Ability to prioritize multiple assignments and meet deadlines with minimal supervision.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong customer service orientation and interpersonal skills.
• Resourceful, proactive, and solution-oriented approach to work.

Working Conditions

Office Environment - must be able to remain in a stationary position 50% of the time and occasionally move about inside the office to access file cabinets, office machinery, etc. Required to have close visual acuity to perform an activity such as: preparing and analyzing data and figure; transcribing; viewing a computer terminal; extensive reading. May be required to exert up to 25 pounds of force occasionally to lift, carry, push, pull, or otherwise move objects, including the human body.