Administrative Assistant

We are looking for a highly organized and proactive Administrative Personal Assistant to join our dynamic team. In this pivotal role, you will be the backbone of operations, ensuring day-to-day activities run smoothly and efficiently. From managing the calendar to coordinating travel and acting as the key point of contact for internal and external stakeholders, you will be a trusted partner in navigating an extremely busy professional life.

Core Hours
This position requires availability Monday through Friday, from 9:00 AM - 6:00 PM (including a 1-hour lunch break), onsite. There may be rare occasions when you’ll need to be available for events or tasks outside of regular hours.

About You

• You’re a Master of Organization: You thrive in fast-paced environments and are known for your ability to juggle multiple tasks seamlessly. Whether it’s managing calendars, emails, and handling correspondence, you’re always on top of things.
• You’re a Problem Solver: You’re resourceful and quick-thinking, proactively addressing needs before they even have to ask. You anticipate challenges and find solutions with ease.
• You’re a Communication Expert: You have excellent communication and interpersonal skills that allow you to liaise effectively with people at all levels, both inside and outside the organization.
• You’re Discreet: You handle confidential information with the utmost professionalism and discretion, understanding the importance of trust in your role.
• You’re Tech-Savvy: You are proficient in office software, calendar applications, and other digital tools that help streamline your work.

What You’ll Do

• Managing the Calendar: Organize meetings, appointments, and calls, ensuring schedules are optimized for efficiency.
• Handle Travel Arrangements: Book flights, hotels, and transportation for business trips, ensuring everything is seamless and stress-free.
• Coordinate Correspondence: Screen emails, phone calls, and manage incoming communications with professionalism, ensuring timely responses and prioritization.
• Prepare Documents: Draft reports, presentations, scan documents, and other materials for meetings, ensuring everything is streamlined and well organized.
• Support Meetings: Prepare agendas, coordinate meeting logistics, and take detailed minutes when necessary.
• Handle Confidential Information: Maintain the highest levels of confidentiality, managing sensitive materials with discretion.
• Anticipate Needs: Proactively assist in any way you can, ensuring administrative everything needs are handled to focus on high-priority tasks.

What You Bring

• Excellent Communication Skills: You’re comfortable interacting with a wide range of stakeholders with confidence.
• Impeccable Written Communications: Your emails, reports, and other written communications are flawless, with impeccable grammar, spelling, and tone.
• Outstanding Organizational Skills: You thrive in managing multiple tasks at once, ensuring nothing slips through the cracks.
• Proactive Attitude: You anticipate needs and act quickly to resolve issues, always staying one step ahead.
• Strong Time Management: You’re comfortable working under pressure, meeting tight deadlines, and managing competing priorities.