Administrative Support Assistant II

Job Summary: 

As an Administrative Support Assistant II at our dynamic startup, you’ll play a pivotal role in shaping our success. You’ll manage multiple executives' schedules, coordinate travel plans, prepare expense reports, and assist with team activities. Your flexibility and problem-solving skills will be crucial in handling our ever-changing priorities and tasks. With your proactive approach, you’ll ensure smooth and seamless operations within our enthusiastic and driven team. 

Responsibilities

• Manage daily calendars for multiple executives, adjusting and prioritizing schedules as needed. 
• Schedule and coordinate meeting and video conferencing, leveraging available technologies, particularly Teams 
• Arrange catering, technology, and other services for meetings and conferences. 
• Coordinate travel arrangements and create timely expense reports. 
• Prepare professional business communication documents, such as memos, letters, marketing emails and manage the contact management database 
• Build and maintain strong business relationships with executives, staff and business partners  
• Oversee business partner agreements, licensing and insurance and responding to general inquiries 
• Participate in general administrative duties (copying, distributing mail), ad-hoc projects, committees, and group events. 
• Task oriented with the focus to meet short deadlines.  
• Promote a fun and team-oriented work environment. 

Qualifications

• High School Diploma, GED, or equivalent certification. 
• At least 3 years of administrative experience. 
• At least 2 years of experience with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams).  

Preferred Qualifications: 

• Associate’s degree. 
• At least 3 years of experience as an Executive Assistant or Administrative Assistant. 
• At least 2 years of calendar management supporting multiple executives. 
• At least 2 years of meeting and event planning experience. 

Skills: 

• Excellent problem-solving and time management skills. 
• Excellent oral and written communication skills, internally, externally, and with the board of directors. 
• Strong organizational skills. 
• Flexibility to adapt to constantly changing demands and take on new tasks. 
• Ability to prioritize and adjust direction to meet aggressive deadlines.