Administrative Assistant

About the Role

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive support to executive leadership while ensuring the smooth operation of administrative functions across the organization. This role serves as a key liaison between leadership, employees, clients, vendors, and external stakeholders and requires exceptional communication, discretion, and organizational skills.

The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities, maintain strict confidentiality, and possess strong administrative, financial, and customer service skills.

Executive Support

• Manage calendars, schedules, appointments, and travel arrangements for leadership team.
• Prepare agendas, meeting materials, presentations, reports, and correspondence.
• Attend meetings, record minutes, track action items, and assist with follow-up activities.
• Screen and prioritize incoming phone calls, emails, and correspondence.
• Handle confidential and sensitive information with professionalism and discretion.
• Assist leadership with research, special projects, reporting, and administrative initiatives.

Administrative Support

• Serve as a primary point of contact for internal and external communications.
• Maintain organized digital and physical filing systems and company records.
• Prepare, process, and maintain contracts, permits, insurance documents, work orders, and other business records.
• Coordinate meetings, training sessions, company events, and travel logistics.
• Assist in order and maintain office supplies and support the day-to-day needs of the office.
• Ensure accurate document retention and compliance with company procedures.

Communication & Customer Service

• Build and maintain positive working relationships with employees, clients, vendors, and business partners.
• Respond to inquiries professionally and promptly.
• Coordinate communication between departments and leadership to ensure timely information sharing.
• Provide exceptional customer service while representing the organization in a professional manner.

Qualifications

• Minimum of 3–5 years of administrative assistant or office management experience.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to work independently while managing multiple priorities and deadlines.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Experience with Microsoft Dynamics 365 Business Central or similar ERP/business management software is preferred.
• Experience supporting accounting, invoicing, payroll, or financial administration functions preferred.

Desired Traits

• Professional, dependable, and highly organized.
• Strong attention to detail and accuracy.
• Solution-oriented with excellent problem-solving skills.
• Adaptable and able to thrive in a dynamic environment.
• Positive attitude and strong interpersonal skills.
• Self-motivated with the ability to anticipate needs and take initiative.

Benefits

• Medical, Dental, and Vision Insurance
• Health Savings Account (HSA)
• 401(k)
• Paid Time Off
• Paid Holidays
• Monday–Friday, 8am–5pm