Position Overview
We are seeking a highly organized Administrative Assistant to support the owner of a growing company. This role is focused on executing administrative tasks that are assigned to you, managing communications, gathering information, and maintaining organization across tasks and requests so nothing falls through the cracks.
This position reports to the company’s Chief Operations Officer and is assigned tasks by the COO to support the owner of the company directly. This is a task execution and organization role, not a project management or coordination position.
This is not an entry-level position - Only applicants with specific experience in Administrative Assistant roles will be considered.
Key Responsibilities
- Monitor Slack channels and track items requiring the owner’s attention
- Maintain a clear, organized running list of follow-ups and action items via the company’s Asana software
- Review and organize tasks assigned to the owner in Asana to ensure visibility
- Assist in preparing information needed for the owner to complete tasks
- Conduct vendor outreach (phone/email) to gather pricing and basic information
- Compile and present findings in a clear, organized format
- Manage follow-up reminders to ensure inquiries do not fall through the cracks
- Add and manage appointments on the owner’s Outlook calendar as requested
- Organize and maintain electronic and some paper files and documentation
- Perform occasional local errands (e.g., plant or supply pickups using company vehicle; no long-distance travel)
What Success Looks Like
- Nothing assigned to the owner is missed or overlooked
- Information is gathered accurately and presented clearly
- Communication is organized, concise, and actionable
- The owner remains focused because details are handled and surfaced appropriately
- Tasks are adjusted and reprioritized smoothly as needs change
Qualifications (required)
- Prior specific experience as an Administrative Assistant
- Incredible organizational skills and attention to detail
- Clear and professional communication (written and verbal)
- Ability to follow instructions and complete tasks without constant follow-up
- Comfortable making phone calls and interacting with vendors
- HIGHLY proficient in and comfortable with the use of project management and communications tools such as Slack and Asana
- HIGHLY proficient in the use of Microsoft Office tools such as Excel and Word
- HIGHLY proficient in the use of Adobe software; editing, combining, and structuring PDFs
- Valid driver’s license, clean and insurable driving record (will have to be eligible to be added to the company’s auto insurance policy) and ability to perform occasional local errands
Work Style Expectations
- Able to work in a fast-paced environment where priorities shift frequently
- Comfortable pivoting quickly and adjusting to new requests throughout the day
- Maintains a positive, solutions-oriented approach when plans change
- Remains organized and effective even when managing multiple shifting priorities
Ideal Candidate
- A naturally, highly organized and detail-oriented individual
- Reliable and trustworthy with strong follow-through
- Comfortable supporting leadership in a behind-the-scenes capacity
- Adaptable and steady under changing priorities
- Being at work on time, every day is a priority
- Strong work ethic
- Comfortable taking instruction, having tasks delegated to you, and executing tasks as assigned (this is an administrative task execution role, not a project management or coordination position)
· Position is full-time, 40 hours per week
· In-person, Monday through Friday, 7:30am - 4pm
· Benefits: Health insurance, dental insurance, vision insurance, paid sick time
Pay is $25 - $27 per hour, based on experience.
*Apply for this position via Indeed only*
Applications submitted outside of this platform will be disqualified for consideration.
Applicants making phone calls or sending to the business regarding job postings will be disqualified from consideration.
Pay: $25.00 - $27.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Vision insurance
Application Question(s):
- Is being at work every day, and being on time to work a high priority for you?
- Do you consider yourself to be a highly organized individual with a positive mindset?
- Do you have a clean driving record?
- Do you have specific, prior experience as an Administrative Assistant?
- Describe briefly your prior experience with project management software/platforms such as Asana, Monday.com, Wrike, etc. (high proficiency in this is a requirement of this position).
Work Location: In person
