Administrative Assistant - 1039TEMP

Job Summary

The Administrative Assistant provides administrative and operational support in a dynamic and fast-paced environment. Reporting directly to the Executive Assistant, this position plays a critical role in ensuring the smooth coordination of meetings, communications, and logistics across the organization. The Administrative Assistant will manage a large volume of meetings—both internal and external—take and distribute meeting minutes, coordinate travel arrangements, process expense reimbursements, and provide general administrative support to the leadership team. This role also serves as a backup to the Executive Assistant, supporting executive-level priorities and providing coverage during absences. The ideal candidate is organized, proactive, and adaptable, capable of managing multiple priorities and maintaining a high level of professionalism in all interactions.

Key Responsibilities

• Schedule and coordinate a large volume of meetings, including inter- and intra-departmental meetings and meetings with external partners, vendors, and stakeholders.
• Prepare meeting materials, take accurate minutes, document follow-up items, and ensure timely distribution to all relevant parties.
• Maintain and update calendars for team members, ensuring optimal scheduling and time management.
• Serve as backup to the Executive Assistant, providing support in calendar management, correspondence, and executive coordination as needed.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Process and reconcile expense reimbursements and credit card statements for leadership team members.
• Draft, proofread, and format correspondence, presentations, and reports.
• Manage electronic and paper filing systems to ensure organization, confidentiality, and ease of access.
• Act as a point of contact between leadership and internal/external partners, maintaining professionalism and discretion.
• Assist with planning and execution of internal and external events such as board meetings and community engagement activities.
• Monitor office supplies and coordinate procurement requests.
• Support special projects and initiatives as assigned by the Executive Assistant or leadership team.
• Proactively identify opportunities to improve administrative processes and team efficiency.
• Perform other administrative duties as assigned.

Required Skills and Qualifications

• High school diploma or equivalent required
• Minimum of 2 years of administrative experience supporting senior leadership or management.
• Experience in coordinating cross-departmental projects and meetings.
• Strong problem-solving and anticipatory thinking skills.
• Comfort working in environments that require flexibility, judgment, and tact.
• Exceptional organizational and time management skills with the ability to handle multiple priorities simultaneously.
• Strong written and verbal communication skills with attention to accuracy and detail.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Teams, Zoom, etc.).
• Proven ability to handle confidential and sensitive information with integrity and discretion.
• Strong interpersonal skills and the ability to work collaboratively across departments.
• Demonstrated ability to work independently, take initiative, and adapt quickly to changing priorities.

Physical Requirements and Working Conditions

• This is a full-time position based in a professional office setting, with the potential for a hybrid schedule depending on organizational needs and supervisor approval.
• Standard work hours are Monday through Friday, 8:15 a.m. to 5:00 p.m., with occasional flexibility required to accommodate early morning, evening, or off-site meetings and special events.
• The position requires frequent and prolonged use of computers, telephones, and virtual meeting platforms, along with other standard office equipment such as printers, copiers, and scanners.
• Work may involve extended periods of sitting, regular use of hands and fingers for data entry and document preparation, as well as intermittent standing, walking, bending, reaching, and light lifting (typically up to 20 pounds).
• Occasional travel may be required for meetings, trainings, or support of organizational functions.
• The Administrative Assistant must be able to work efficiently in a fast-paced and dynamic environment, managing multiple priorities and deadlines while maintaining a high degree of accuracy, discretion, and professionalism.
• The position involves frequent interaction with staff, leadership, and external stakeholders, requiring effective communication and strong interpersonal skills.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.