Administrative Assistant

We are seeking a reliable, organized, and customer focused Administrative Assistant to support daily office operations, provide high quality administrative services to internal teams, and help maintain an efficient, professional workplace. The successful candidate will demonstrate strong communication skills, attention to detail, a collaborative mindset, and the ability to manage competing priorities in a fast paced environment.

Key Responsibilities

• Provide general administrative support including answering phones, greeting visitors, managing mail and shipments, and maintaining a professional front office presence.
• Manage calendars, schedule meetings, coordinate conference rooms and virtual meeting links, and prepare meeting materials and agendas as needed.
• Assist with travel arrangements and expense reporting, ensuring compliance with company policies and accurate, timely submission of documentation.
• Draft, proofread, and format correspondence, presentations, reports, and other documents; maintain consistent branding and document control practices.
• Maintain office supplies and inventory, coordinate vendor relationships, and process purchase requests and invoices in partnership with finance.
• Support onboarding logistics for new hires, including workspace setup, account access coordination, and distribution of welcome materials.
• Organize and maintain electronic and physical filing systems to ensure accurate records retention and easy retrieval of information.
• Assist with ad hoc projects and cross functional initiatives, collaborating with colleagues to improve office processes and service delivery.
• Serve as a point of contact for building management, security, and facilities for maintenance requests and safety procedures.

Required Qualifications - Skills & Experience

• High school diploma or equivalent required; Associate's degree or coursework in Business Administration, Office Management, or a related field preferred.
• 2+ years of experience in administrative, executive assistant, or office coordinator roles supporting multiple stakeholders.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort using videoconferencing platforms and collaboration tools.
• Strong organizational skills, high attention to detail, and the ability to manage multiple priorities with minimal supervision.
• Excellent verbal and written communication skills; professional telephone manner and experience interacting with internal and external partners.
• Demonstrated discretion and ability to handle confidential information with integrity.
• Customer service orientation and a collaborative mindset; proven ability to build effective working relationships across teams.

Preferred Qualifications - Domain & Tools

• Experience with office management systems, HRIS basics, and/or expense management platforms (Concur, Expensify, or equivalent).
• Prior exposure to facilities coordination, vendor management, or workplace experience programs in a multi site environment.
• Familiarity with basic bookkeeping processes, purchase order workflows, or invoice reconciliation preferred.
• Comfort working in a hybrid or dynamic workplace with occasional on site coordination and support for events or leadership meetings.

Work Environment & Compensation

• Full time position with an onsite model.
• Competitive salary commensurate with experience and a comprehensive benefits package, including health insurance, retirement plan options, and paid time off.
• Opportunities for professional development, training, and certification support; clear paths for career growth within IT and cross functional teams.
• Inclusive culture that values diversity, equity, work life balance, and employee well being.