Administrative Assistant

Administrative Assistant

About the Role:
The Administrative Assistant will be responsible for providing comprehensive administrative support to the CEO/President as well as the company as a whole.  The Administrative Assistant will be asked to arrange travel, schedule meetings, handle correspondence, maintain files and databases, and other personal and professional duties as assigned by the CEO/President. In addition, the Administrative Assistant will support the Administrative team with other in-office duties, ensuring smooth day-to-date operations.

Responsibilities:

·         Provides administrative and personal support through a variety of tasks for the CEO/President including: arranging travel, completing expense reports, and composing and preparing correspondence

·         Works closely with the CEO/President to keep him well informed of upcoming commitments and deadlines, following up as       needed

·         Identifies and resolves issues that arise for CEO/President regarding travel plans and technology, troubleshooting quickly to find a solution

·         Prepares and revises power point presentations, excel documents and other business documents as needed by the CEO/President or administrative team

·         Coordinates weekly catering orders for office

·         Manages outside vendor meetings, to include restaurant reservations, catering orders, travel itineraries, and in-office preparation of meeting spaces

·         Orders client and vendor gifts, as needed and directed by senior leadership, and handles holiday client gift list for entire company

·         Provides maintenance of filing systems and contact database

·         Organizes quarterly company events and outings, including facility rentals, catering orders, company communications and payment

·         Helps to plan and execute internal employee celebrations and milestones

·         Performs office tasks like ordering supplies, maintaining kitchen area, and answering phones

·         Creates agendas and prepares minutes of meetings for weekly and monthly company and management meetings

·         Provides support to finance team by entering vendor bills, processing expense reports and reconciling credit cards

·         Collaborates with HR team on new hire orientation, ordering business cards, company apparel and other new employee items

Qualifications:

·         Entry level with Bachelor’s Degree in Business, Marketing or Communications preferred

·         Excellent knowledge of Microsoft Office, Outlook, PowerPoint and Excel

·         Strong organizational and problem-solving skills

·         Ability to stay calm under pressure

·         High level of confidentiality

·         Occasional weekend work may be required, as needed by CEO/President