Administrative Assistant

Job Summary

We are seeking a highly organized, proactive Administrative Assistant to provide broad administrative support to management and the department. The ideal candidate excels at calendar and meeting management, keeps projects and records meticulously organized, anticipates needs, and follows through on action items with minimal supervision. This role supports day-to-day operations, coordinates meetings and travel, assists with events and reporting, and represents the organization professionally.

Job Responsibilities

• Provide administrative support to management and the operations department under normal supervision.
• Manage complex calendars and coordinate meetings across time zones (scheduling, rescheduling, sending invites and materials).
• Prepare meeting agendas, take notes, track action items, follow up on deliverables, and ensure required reports and materials are distributed to appropriate stakeholders.
• Coordinate travel arrangements and process expense reports and reimbursements.
• Assist in planning and executing conferences, special events, room rentals, reservations, and catering as needed.
• Create and maintain filing systems, both digital (shared drives, document management systems) and physical, including confidential files and records.
• Draft and proofread emails, announcements, agendas, presentation materials, and routine reports; prepare graphs and charts for projects using spreadsheets and graphics tools.
• Monitor inboxes, prioritize messages, route inquiries or respond directly when appropriate.
• Identify issues, propose practical solutions, and take ownership of tasks until resolution.
• Maintain confidentiality and handle sensitive information responsibly.
• Represent the organization professionally with executives, employees, vendors, and customers.
• Contribute to departmental projects and organizational objectives; perform other duties as required.

Required skills & competencies

• Exceptional organization and time management; ability to manage multiple priorities and meet deadlines reliably.
• Strong calendar management and meeting coordination skills; comfortable scheduling across time zones.
• Proactive problem-solving: anticipates needs, identifies issues early, and proposes solutions.
• Excellent written and verbal communication skills; able to draft clear emails, agendas, announcements, and notes.
• Strong follow-through: tracks action items and completes tasks without repeated reminders.
• Attention to detail and quality control, catches errors before they become issues.
• Discretion and sound judgment in handling confidential information.
• Comfortable working independently, taking ownership, and remaining calm under pressure and shifting priorities.
• Punctual, dependable, professional demeanor, and a positive attitude.
• Able to interact effectively at all levels and across diverse cultures.

Technical proficiencies

• Microsoft Outlook (calendar management, scheduling across time zones)
• Microsoft Word, Excel, PowerPoint (document formatting, reports, charts, presentations)
• Video conferencing tools (Microsoft Teams, Zoom or equivalent)
• Document management systems and shared drives (OneDrive, SharePoint, Google Drive, etc.)
• Expense reporting systems and travel booking platforms
• Basic spreadsheet and charting/graphics skills for routine reporting

Qualifications

• High school diploma or GED.
• Minimum 2 years of progressively responsible and varied office experience.
• Excellent writing and interpersonal communication skills, with a strong customer service mindset.
• Demonstrated ability to make independent judgments and work effectively under pressure.
• Team player with the capability to work independently while managing a high volume of work and meeting deadlines.
• Proficient knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Teams, and Zoom.