Description:
We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive support to executive leadership while ensuring the smooth operation of administrative functions across the organization. This role serves as a key liaison between leadership, employees, clients, vendors, and external stakeholders and requires exceptional communication, discretion, and organizational skills.
The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities, maintain strict confidentiality, and possess strong administrative, financial, and customer service skills.
Requirements:
Executive Support
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Manage calendars, schedules, appointments, and travel arrangements for leadership team.
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Prepare agendas, meeting materials, presentations, reports, and correspondence.
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Attend meetings, record minutes, track action items, and assist with follow-up activities.
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Screen and prioritize incoming phone calls, emails, and correspondence.
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Handle confidential and sensitive information with professionalism and discretion.
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Assist leadership with research, special projects, reporting, and administrative initiatives.
Administrative Support
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Serve as a primary point of contact for internal and external communications.
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Maintain organized digital and physical filing systems and company records.
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Prepare, process, and maintain contracts, permits, insurance documents, work orders, and other business records.
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Coordinate meetings, training sessions, company events, and travel logistics.
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Assist in order and maintain office supplies and support the day-to-day needs of the office.
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Ensure accurate document retention and compliance with company procedures.
Communication & Customer Service
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Build and maintain positive working relationships with employees, clients, vendors, and business partners.
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Respond to inquiries professionally and promptly.
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Coordinate communication between departments and leadership to ensure timely information sharing.
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Provide exceptional customer service while representing the organization in a professional manner.
Qualifications
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Minimum of 3–5 years of administrative assistant, or office management experience.
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Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
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Experience with Microsoft Dynamics 365 Business Central or similar ERP/business management software is preferred.
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Excellent written and verbal communication skills.
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Strong organizational and multitasking abilities.
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Ability to work independently while managing multiple priorities and deadlines.
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Experience supporting accounting, invoicing, payroll, or financial administration functions preferred.
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Demonstrated ability to maintain confidentiality and exercise sound judgment.
Desired Traits
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Professional, dependable, and highly organized.
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Strong attention to detail and accuracy.
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Solution-oriented with excellent problem-solving skills.
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Adaptable and able to thrive in a dynamic environment.
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Positive attitude and strong interpersonal skills.
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Self-motivated with the ability to anticipate needs and take initiative.
Benefits
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Medical, Dental, and Vision Insurance
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Health Savings Account (HSA)
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401(k)
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Paid Time Off
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Paid Holidays
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Monday-Friday 8am-5pm
