Administrative Assistant

Key Responsibilities

• Provide administrative support to leadership and team members across multiple companies or divisions.
• Manage calendars, schedule meetings, and coordinate appointments for executives or department managers.
• Handle incoming calls, emails, and correspondence and direct them to the appropriate personnel or company.
• Prepare and edit documents, reports, presentations, and correspondence.
• Maintain organized filing systems (physical and digital) for records across different companies.
• Assist with bookkeeping tasks such as invoicing, expense tracking, and document preparation for accounting teams.
• Coordinate travel arrangements, meeting logistics, and company events.
• Track office supplies and place orders as needed.
• Maintain confidentiality when handling sensitive company information.
• Support onboarding processes and maintain employee records when needed.
• Assist with intercompany coordination and communication.
• Perform general office duties such as data entry, scanning, copying, and document management.

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Proven experience as an administrative assistant, office assistant, or similar role.
• Strong organizational and time management skills with the ability to prioritize tasks across multiple businesses.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and common office software.
• Ability to handle confidential information with discretion.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and manage multiple deadlines.

Preferred Skills

• Experience supporting multiple companies, executives, or departments.
• Familiarity with bookkeeping or accounting software (e.g., QuickBooks).
• Experience with project management or CRM systems.