Administrative Assistant

Are you an organized, detail-oriented professional with a knack for managing dynamic schedules and supporting creative teams? We are seeking an experienced Administrative Assistant to provide critical support to an executive in a fast-paced, collaborative environment.

Key Responsibilities:

Calendar and Time Management:

• Maintain and coordinate a fluid calendar to align with team and leadership priorities.
• Organize international travel arrangements, including flights, accommodations, visas, and itineraries.
• Collaborate with team members to ensure adequate time is allotted for reviews, meetings, and deliverables.
• Prepare agendas and materials for meetings with senior leadership.

Administrative and Communication Support:

• Manage and organize an extensive library of materials and resources.
• Draft, edit, and review correspondence as needed.
• Ensure the office environment is tidy, organized, and well-stocked.
• Process and approve expense reports in a timely manner.
• Build and maintain strong working relationships with other administrative and executive support staff.
• Submit and follow up on facility requests to ensure the smooth operation of the office.
• Track and manage the borrowing and return of resources or equipment.
• Coordinate the preparation and setup for meetings, events, and presentations.

Project Management:

• Handle special projects and initiatives as assigned by leadership.
• Manage a variety of personal and professional tasks as needed to support the executive.

Qualifications:

• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent organizational skills with a keen eye for detail.
• Strong written and verbal communication skills.
• Ability to work both independently and collaboratively.
• Proven ability to multitask and prioritize effectively under tight deadlines.
• Professionalism, discretion, and trustworthiness to handle sensitive information.
• A proactive, resilient, and team-oriented mindset.

What We’re Looking For:
We’re seeking someone who thrives on creating order in a busy environment and takes pride in supporting others. If you enjoy managing schedules, solving problems, and contributing to a creative, dynamic team, this role is for you!