Overview
Job Title: Administrative Assistant
Job Summary:
As an Administrative Assistant, you will play a pivotal role in supporting our CEO and VP/Head of Finance, while also ensuring that our office operations run smoothly. We are seeking a friendly, dynamic, self-motivated individual to support our team in various administrative tasks and maintain an organized and efficient workplace. The successful candidate will be friendly, dynamic, and self-motivated with excellent organizational skills, incredible attention to detail, and the ability to manage multiple tasks in our fun, fast-paced environment.
This role will best be performed onsite Monday – Friday, ideally from 8:00am – 5:00pm.
Responsibilities:
- Maintain a clean, organized, and welcoming office environment.
- Manage and organize the office calendar. Assist in the planning and execution of company events, meetings, and training sessions.
- Maintain office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
- Update company employee distribution lists and filing systems.
- Handle incoming and outgoing office mail, email and inquiries through the company websites, prioritizing and routing communications appropriately.
- Maintain and update company website for required changes and distributing inquiries to the appropriate internal person.
- Support HR activities such as onboarding new employees, completion and maintenance of employee records, and assisting with recruitment processes. Maintain the company’s org chart.
- Support special projects as assigned by management.
- Handle sensitive and confidential information with the utmost discretion and professionalism.
Requirements:
- High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
- Minimum of 2 years of experience in an administrative role, preferably in a tech or healthcare environment. Office management experience is a plus.
- Proficient in Google Workspace (Gmail, Docs, Drive, GMeet) and Microsoft Office Suite. Experience using Slack, Zoom and other workplace tools are a plus.
- Experience with calendar management, scheduling, and travel coordination.
- Excellent written and verbal communication skills with exceptional attention to detail and accuracy.
- Strong organizational and time management skills with the ability to prioritize tasks.
- High level of discretion for handling confidential information.