Job Overview:
We are seeking a motivated and organized Administrative Assistant to support our CEO in daily operations and administrative tasks. This role is ideal for a mid-level professional with a couple of years of experience who thrives in a dynamic environment and excels at multitasking. The Administrative Assistant will play a critical role in managing communications, organizing schedules, and ensuring seamless operations for the CEO.
Key Responsibilities:
Email and Calendar Management:
Monitor and manage the CEO's inbox, prioritize emails, and draft responses as needed.
Schedule and coordinate meetings, appointments, and events, ensuring efficient time management.
Client Communication:
Serve as the primary point of contact for client inquiries, maintaining professionalism and timely responses.
Draft, proofread, and send correspondence on behalf of the CEO.
Phone and Call Management:
Screen and direct phone calls to the CEO, taking detailed messages when necessary.
Coordinate conference calls and follow up on action items.
Travel Coordination:
Arrange travel itineraries, including flights, accommodations, and ground transportation.
Handle expense reports and travel reimbursements.
Document Preparation and Record Keeping:
Prepare reports, presentations, and other documents as requested.
Maintain organized records and filing systems (both digital and physical).
Meeting Support:
Prepare agendas and materials for meetings.
Take and distribute meeting minutes, ensuring follow-up on action items.
Office Coordination:
Liaise with internal teams and external stakeholders to ensure smooth communication and operations.
Order office supplies and manage vendor relationships as needed.
Ad Hoc Projects:
Assist with special projects, research, or administrative tasks as assigned by the CEO.
Qualifications:
Proven experience (2 years) as an Administrative Assistant or in a similar role.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
Strong organizational and time-management skills, with the ability to multitask and prioritize effectively.
Professional demeanor with the ability to handle confidential information.
Problem-solving skills and a proactive attitude.
Experience coordinating travel and managing schedules is a plus.
What We Offer:
A collaborative and dynamic work environment.
Opportunities for professional development and growth.
Competitive salary.
If you’re detail-oriented, resourceful, and eager to support an innovative leader, we’d love to hear from you!
