Administrative Assistant

About This Role

This role supports Senior Leadership by managing calendars, coordinating meetings, and handling travel and expenses. The ideal candidate maintains strong organizational skills and interpersonal communication to ensure smooth operations in a dynamic environment.

Responsibilities

• Manage calendars and meetings, including staff meetings, agency briefings, and virtual meetings
• Coordinate internal and external meetings, proactively managing requests and conflicts
• Assist with food orders, meeting needs, agenda support, and note-taking
• Prepare agendas, resumes, and appropriate materials for meetings and interviews
• Apply discipline and rigor around meetings by ensuring agendas, context, and purpose are clear
• Work with the recruiting team to schedule interviews for candidates
• Handle all domestic and international travel arrangements (flight, hotel, car)
• Submit expense reports and receipts in a timely manner
• Provide onboarding support for new hires, including space, equipment requests, and scheduling
• Submit and manage all help desk support requests for Senior Directors
• Provide onboarding support for new vendors and agencies
• Perform project work as needed to support team goals

Requirements

• 5+ years of administrative assistant experience
• Proactive, one step ahead work ethic
• Ability to multitask and juggle multiple calendars, teams, and requests
• Flexibility in response to changing priorities and needs
• Ability to drive schedules and agendas with a deeper understanding of context
• Strong teamwork and interpersonal skills
• Superior communication skills across all levels
• High level of confidentiality, discernment, and judgment
• Desire to grow and take on own projects, work under pressure, and meet deadlines
• Proficient with Word, Outlook, PowerPoint, Zoom, Concur, BOX

Qualifications

• 5+ years of administrative assistant experience

Nice to Have

• Experience in leveraging or critically thinking about how to integrate AI into work processes

Skills

* Required skills