Administrative Assistant

Role Overview

• Support the Executive Leadership Team
• Manage dynamic calendars for key members of the Executive Leadership team, proactively resolving conflicts and adjusting schedules as needed.
• Prepare meeting agendas, presentations, and capture action items for tracking.
• Ensure necessary materials are ready in advance.
• Act as a point of contact for key ELT members, ensuring clear and timely communication.
• Coordinate detailed travel arrangements and prepare and reconcile executive expenses, ensuring accuracy and compliance with company guidelines.
• Proactively anticipate the needs of the leaders you support and resolve them quickly.
• Partner with Executive Assistant to manage departmental meetings, including offsite and virtual for logistics and meeting deliverables.
• Coordinate team onsite meetings, including ordering lunch, setting up food, breaking down, and cleaning the kitchen.
• Support new hire coordination: add new hires to the company staff meeting, order gear, and mail welcome boxes.
• Assist in planning team celebrations, anniversaries, and company events.
• Provide onsite support managing mail, greeting guests, and handling day-to-day office needs.
• Keep both properties stocked with office supplies and kitchen essentials (drinks, snacks, coffee, paper products, etc.).
• Maintain a clean and welcoming office environment: periodically empty trash, clean up the kitchen, and handle general tidying.

Requirements

• 5+ years of administrative experience or demonstrated equivalent through a combination of education and hands-on experience.
• Advanced proficiency with Google Suite (Mail, Calendar, Drive) and Microsoft Office.
• Comfortable working with Mac products and tools like Zoom, Slack, and Concur.
• Strong organizational skills and high attention to detail, with a natural ability to problem solve.
• Excellent multitasking and time management skills you make things happen.
• Good communication and relationship-building skills across all levels of the organization.
• Ability to utilize complete discretion and sound judgment when handling confidential information.
• Comfort with ambiguity and the ability to adapt quickly as priorities shift.
• Ability to be onsite Monday-Friday; this role requires consistent in-office presence.

Benefits

• Paid Company Holidays + No work on your birthday!
• Flexible PTO + Volunteer Time Off (VTO) as an organization to give back to the community
• Variable bonus eligibility on a quarterly basis
• Company-sponsored Health Insurance (Medical, Dental, Vision) + Pet Insurance
• Company-paid group Life Insurance + Company-paid Short Term Disability
• Concierge benefit support services
• 401(k) with employer match
• Free access to TimelyCare virtual medical and mental health support
• Mission-Driven Purpose with a Supportive Team Culture