Administrative Assistant

We are seeking a proactive and detail-oriented Administrative Assistant to support senior leadership. This role is critical in ensuring efficient calendar management, email oversight, meeting coordination, travel arrangements, and procurement processes. The ideal candidate will have strong organizational skills, a sense of ownership, and the ability to work independently in a fast-paced environment.

• Provide administrative support to ensure efficient office operations
• Support managers and employees through organization and communication tasks
• Handle confidential and time-sensitive information with discretion
• Communicate effectively via phone and email, ensuring accuracy and timeliness

• Manage and coordinate calendars for senior leaders
• Prioritize and resolve scheduling conflicts
• Monitor, organize, and respond to emails when required
• Draft and prepare correspondence

• Schedule and coordinate meetings and appointments
• Arrange logistics for virtual and in-person meetings
• Maintain contact lists

• Book travel arrangements (flights, accommodation, transportation)
• Ensure compliance with company travel policies
• Submit and reconcile expense reports

• Prepare and distribute memos, letters, and forms
• Assist in preparing scheduled reports and presentations
• Generate reports and maintain filing systems
• Take dictation when required

• Create and manage purchase orders
• Order and maintain office supplies inventory
• Monitor invoices and expenditures
• Ensure proper functioning of office equipment and coordinate repairs

• Provide support to visitors
• Answer queries and provide information
• Handle multiple projects simultaneously
• Assist in process improvements and presentations

• Maintain professional knowledge through workshops and networking
• Support development of administrative staff where required

• High school diploma or equivalent required
• Associates or Bachelors degree preferred

• Prior experience as an Administrative Assistant preferred
• Experience supporting senior leadership is a plus
• Familiarity with calendar management, meeting coordination, and travel planning

• Proficiency in Microsoft Outlook and Microsoft Teams
• Experience with procurement tools (e.g., Coupa) preferred
• Strong knowledge of MS Office tools

• Strong organizational and multitasking skills
• Excellent verbal and written communication
• High attention to detail
• Ability to work independently and prioritize tasks
• Learning agility and adaptability
• Strong sense of ownership and accountability