Administrative Assistant

SUMMARY

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks for a fast-paced office environment. The successful candidate will be a master multi-tasker with excellent communication skills, have a professional and upbeat attitude, and always be prepared and responsive to meet each challenge directly.

RESPONSIBILITIES

The Administrative Assistant provides comprehensive administrative, operational, and logistical support across office operations, finance, records management, IT coordination, and general office needs. This role requires exceptional organization, discretion, attention to detail, and the ability to manage multiple priorities in a confidential, fast-paced environment.

DUTIES

• Manage incoming and outgoing mail from multiple locations, including opening, scanning, profiling, emailing, and ensuring timely delivery with appropriate proof or overnight services when required.
• Provide administrative support to the Office, including correspondence, scheduling, calendar management, and deadline tracking.
• Maintain multiple calendars for employee PTO, travel, meetings, and key business deadlines; provide daily and weekly task tracking and summaries.
• Order and maintain office supplies, coordinate conference room reservations and meetings, and organize company events and employee celebrations.
• Support recruiting and HR-related processes, including candidate correspondence, interview scheduling, NDAs, background checks, reference checks, and unemployment claims.
• Prepare and process bank deposits; scan, organize, and profile financial statements, reconciliations, credit card statements, and supporting documentation.
• Track invoices, obtain payment approvals, maintain bill pay spreadsheets, and analyze utility usage and costs.
• Scan, organize, and maintain digital and physical records, tracking spreadsheets, entity filings, insurance policies, tax documents, and renewal schedules.
• Provide administrative support, including property maintenance tracking, vehicle registrations, travel arrangements, payments, and event coordination.
• Support IT operations by coordinating employee device management, account setup, equipment procurement, technical assistance, virtual meetings, and vendor communication.
• Perform notarizations and other administrative tasks as assigned.

EDUCATION, SKILLS, AND WORKING STYLE

Qualifications & Requirements

• High school diploma, GED, or associate degree required, with a minimum of three years of administrative experience, or an equivalent combination of education and experience.
• Proven ability to maintain strict confidentiality and safeguard sensitive, private, and proprietary information.
• Excellent written and verbal communication skills.
• Exceptional attention to detail, accuracy, and follow-through.
• Excellent time-management, prioritization, and organizational skills with the ability to manage multiple tasks and deadlines.
• Quick learner with the ability to understand and adapt to new processes, systems, and concepts.
• Advanced computer proficiency, including Microsoft Office Suite (Outlook, Word, Excel) and Adobe Acrobat.
• Familiarity with office management systems, procedures, and document management tools.
• Successful completion of background investigation, employer-provided assessments, reference checks, and drug screening required.

Working Style & Core Competencies

• Resourceful, conscientious problem-solver who exercises sound judgment and treats company resources with care.
• Highly discreet, trustworthy, and professional, with the ability to work independently and collaboratively.
• Self-motivated and proactive, with strong interpersonal skills and a well-organized, efficient approach to work.
• Critical thinker capable of prioritizing effectively and managing competing demands.
• Hands-on, adaptable team player with a “no task too big or too small” mindset, strong integrity, and a high ethical standard.

Job Type: Full-time

Pay: $25.00 - $31.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off

Work Location: In person