Administrative Assistant

Job Summary: The Corporate Administrative Assistant provides high-level administrative support to senior executives and the broader corporate team, ensuring the efficient functioning of the office. This role involves managing schedules, handling communications, coordinating meetings, and assisting in day-to-day operations. The position requires strong organizational skills, discretion, and a proactive approach to solving problems and managing multiple tasks.

Key Responsibilities:

• Executive Support:
• Manage executives’ schedules, appointments, and travel arrangements.
• Prepare and coordinate meeting agendas, presentations, and documents for meetings.
• Assist in preparing reports, presentations, and correspondence.
• Maintain a confidential filing system and handle sensitive information with discretion.
• Act as the point of contact between executives and internal or external stakeholders.

• Office Coordination:
• Ensure smooth office operations by maintaining office supplies, equipment, and systems.
• Oversee general office maintenance and coordinate with vendors for office-related services.
• Organize and plan corporate events, meetings, and conferences.
• Handle incoming and outgoing mail, phone calls, and emails.

• Communication and Correspondence:
• Screen calls, emails, and other inquiries, providing timely responses or directing them to the appropriate parties.
• Draft, proofread, and format emails, letters, and other corporate communications.
• Coordinate and follow up on business communications and requests.

• Project Management and Support:
• Provide administrative support for corporate projects, including tracking deadlines and deliverables.
• Assist with research and data gathering for corporate initiatives.
• Help prepare and organize materials for internal and external presentations.

• Calendar and Travel Management:
• Schedule and organize appointments, travel arrangements, and itineraries for senior executives.
• Ensure all necessary accommodations, transportation, and meeting details are coordinated efficiently.

• Document and File Management:
• Maintain a digital and physical filing system for important corporate documents.
• Ensure documents and records are organized, updated, and accessible to authorized personnel.

• Corporate Relations:
• Serve as a liaison between corporate teams and clients, business partners, or vendors.
• Foster positive relationships with internal departments and external stakeholders.
• Provide customer service and respond to inquiries professionally.

• Confidentiality and Compliance:
• Ensure corporate policies, procedures, and confidentiality agreements are adhered to in all communications and actions.
• Handle confidential information with integrity and in compliance with legal and regulatory requirements.

Qualifications:

• Bachelor’s degree in business administration, management, or a related field (preferred).
• Minimum of 3 years of experience as an administrative assistant, executive assistant, or in a similar corporate role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with corporate project management tools (e.g., Asana, Trello, Monday.com, etc.).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail and problem-solving skills.
• Ability to manage multiple priorities and work under pressure.
• High level of professionalism, discretion, and interpersonal skills.

Preferred Skills:

• Previous experience working with C-suite executives or senior management.
• Knowledge of business communication etiquette and corporate procedures.
• Familiarity with HR systems and corporate software (e.g., SAP, Oracle, etc.).
• Basic knowledge of financial processes, budgeting, or reporting is a plus.

Ascendo is a certified minority owned staffing firm, and we welcome and celebrate diversity.

Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service or any other characteristic protected by federal, state or local law.