The Administrative Assistant must exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.  

This position is 100% in-office due to the collaborative nature of this role. 

Administrative and Operational Support

• Completes a broad variety of administrative tasks for the management team as needed to provide back-up support for Executive Assistant including:
• Book internal and external meetings as needed.
• Arranging travel plans, itineraries, and agendas
• Expense reports
• Calendaring meetings and daily coordination/management of calendars
• Book conferences and asset tours to include but not limited to hotel, airfare, meals, prep  itineraries, and agendas.
• Assists with planning and coordinating company-wide or department specific events and meetings, including Employee Engagement and Volunteer events.
• Includes assisting as needed for company events – setup, tear down, etc.
• Provide support to Operations, including Marketing and Property Management.
• Assist with operational policies and uphold company policy guidelines

Document Preparation and Management

• Prepare tour books, investor materials, including printing, binding, etc.
• Printing, compiling documents that require signatures (contracts, expense reports, etc.), then scanning, filing, emailing accordingly.
• Compose and/or transcribe various correspondence, some of which may be highly confidential.
• Create department binders.
• Draft letters or email correspondence as needed.
• Pulling reports from various internal databases as needed.

Office Organization and Support

• Organize and stock office supplies, snacks, and reorder supplies, as needed.
• Support office organization for the management team, creating filling system / labels as needed  as well as support with an organized electronic filing system.
• Keep kitchen clean and office picked up.
• Operate and troubleshoot office equipment like copy machine, etc.
• Cross-train on responsibilities to act as back up to other Executive Assistant and/or Office Manager/Receptionist  as needed.
• Lead Culture Crew Committee meetings and follow up communications with committee members.
• Manage decorating of employees work area on their birthdays.
• Onboarding tasks for new hires
• Order lunch and prep conference if necessary for meetings.
• Book on-site and off-site meetings.

Reception and Communication

• Back up to receptionist, answering phones as needed.
• Mailing of packages / Copying and meeting material preparation
• Mail any packages or letters via FedEx, UPS, USPS, as required.

Special Projects

• Exercises discretion and independent judgement to make decisions with respect to matters of significance.
• Joins internal meetings (as appropriate / requested), takes copious notes/minutes, drives effective follow up, including correspondence and next steps.
• Suggests more efficient ways to run the office and troubleshoot malfunctions.
• Perform research, special projects, record keeping, and other miscellaneous duties as needed for the office.

Proactive and Responsive Support

• Prioritizes conflicting needs; handles matter, expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Other duties as assigned.

Skills and Qualifications

• Excellent written and verbal communication skills.
• Strong work tenure: Five to ten years of experience supporting multiple departments.
• Proficient in Microsoft Office Suite with aptitude to learn new software and systems.
• Demonstrates proactive approaches to problem-solving with strong decision-making capability.
• High EQ with the ability to form relationships within the company to create better results on deliverables.
• Exceptional collaborator and influencer – ability to engage with multiple stakeholders (CEO, Directors, staff, vendors) and quickly build relationships needed to accomplish goals and objectives.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Master efficiency in Microsoft Outlook calendaring
• Expert travel coordination experience a must.
• Intermediate knowledge of Excel
• Ability to adapt to changing situations in calm professional manner.

 Physical Requirements

• Prolonged periods siting at desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

The Perks

• Competitive Pay
• Paid Time Off
• Professional Development Resources
• Fun Work Vibe (indoor basketball/gym/pickleball court, BBQ Area, Pool Table, Ping-Pong to name a few...)