The Administrative Assistant will provide support to the Executive Assistant by being the liaison between the Executives and our internal and external clientele, while providing a high-level of administrative support. He/she will manage the Executives' calendars, receive/screen calls, and route correspondence. In addition, the Administrative Assistant will handle requests and queries appropriately, arrange meetings, appointments, and travel, prepare project reports, and provide organizational support that will help in the overall growth of the organization. This position requires a high level of flexibility and confidentiality while maintaining a positive attitude. In addition, the Administrative Assistant will act within the core values of the organization.
Essential Duties and Responsibilities: • Performing office and administrative duties to assist executive management in their day to day activities • Handling executives' requests, screening calls, managing calendars, making travel, meeting, and event arrangements; managing requests appropriately • Acting as the administrative point of contact between the executives and internal/external clients when applicable • Anticipate, prioritize, and manage executives' daily schedule (set up meetings, travel, conferences, etc.) • Provides historical reference by developing and utilizing filing and retrieval systems • Ordering and delivering executive lunches daily and lunches/set up in boardroom when needed • Facilitate internal communication; accurately take dictation and minutes; distribute information appropriately • Format information for internal and external communication - memos, emails, presentations, reports, etc. • In collaboration with facilities team, coordinates space and office organization, and special projects as needed • Secures information by completing data base backups • Conduct research, prepare correspondence • Contributes to team effort by accomplishing related results as needed
Knowledge, Skills & Abilities:
High level of discretion and confidentiality • Strong verbal and written communication skills • Familiarity with online calendars and cloud systems • Excellent organizational skills with an ability to think proactively and prioritize work • Ability to work independently on projects, from conception to completion • Excellent interpersonal, time management, and organizational skills are a must • Firm understanding of office management systems and procedures • Outstanding organizational and time management skills • Receptive to feedback and suggestions
Education, Experience & Knowledge Requirements: • Experience exercising discretion and confidentiality with sensitive company information • 2+ years of experience as an Administrative Assistant preferred • Excellent MS Office knowledge and English proficiency, experience with generative AI