Description:
We are seeking a highly organized and dependable Administrative Assistant to support our leadership team. This hands-on role focuses on managing calendars, booking and coordinating meetings, arranging travel, processing expenses, and providing day-to-day administrative support. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment.
The expected compensation range for this position is $55,000 to $65,000 annually. While the full range is posted for transparency, our target for this role is typically at the midpoint of the range. The final salary will be based on candidate skills, education, and relevant experience as they relate to the role.
Essential Functions and Key Responsibilities
Leadership Support
- Interacting daily with internal and external leadership as well as investors and clients as appropriate.
- Manage and optimize calendars, including scheduling meetings, reserving facilities, appointments, and travel arrangements.
- Handle confidential emails, and communications with professionalism and accuracy.
- Coordinate cross-functional meetings, agendas, and follow up on action items.
- Organize domestic and international travel, including itineraries and accommodations though an agency.
- Prepare monthly expense reports for leadership team from receipts and credit card statements.
- Personal work as requested by Principals
Administration (Shared duties)
- Serve as the first point of contact for employee inquiries.
- Answering/directing phone calls and greeting office visitors at our front desk.
- Receiving mail, scanning & distributing to appropriate individuals.
- Creating labels for outgoing mail and coordinating courier pick-ups and deliveries, ensuring task finalization.
- Setting up boardroom and meeting rooms for internal & external meetings (laptop, tv, refreshments, snacks, etc.).
- Maintaining kitchen area, coffee machine maintenance, ordering and coordinating delivery of snacks and beverages.
- Cleaning, loading, & unloading dishwasher 2 times daily.
- Maintaining inventory for office and kitchen supplies as necessary.
- Responsible for wellbeing of plants in the office.
- Other duties as assigned.
Education and Qualifications
- Diploma/Bachelor’s degree or equivalent experience in business administration or related field.
- Effective communication skills, with the ability to interact professionally with internal and external stakeholders.
- Strong organizational, problem-solving, and decision-making abilities.
- Proactive or self-starter attitude.
- Open and adaptable to providing all types of support to the office and work as a team member.
- Proficiency in Microsoft Office Suite and calendar management tools (e.g., Outlook).
- High level of discretion and professionalism in handling sensitive information.
- Ability to remain calm under pressure and manage multiple priorities with grace.
Experience
3+ years of experience supporting senior executives in a fast-paced environment.