Administrative Assistant

JOB summary – Administrative Assistant

JOB description summary

Highly organized, proactive, and detail-oriented Administrative Assistant to support company leadership and manage day-to-day administrative operations in a dynamic and fast-paced environment. This position will oversee general office operations, serves as the face of the company for guests and vendors, and may support logistical and operational needs across the team. The ideal candidate is a self-starter with the ability to juggle multiple priorities with professionalism and efficiency.

MAIN responsibilities

Executive Support:

• Schedule meetings, IT issues and coordinate travel arrangements for the Company.

• Obtain signatures for contracts and time-sensitive documents using DocuSign or other e-signature platforms.

Administrative Operations:

• Perform general administrative tasks including filing, scanning, copying, and document management.

• Serve as the primary point of contact for office visitors and incoming phone calls.

• Order and manage office supplies and equipment.

• Coordination of Office maintenance

• Organize and coordinate offsite staff events, fundraisers, lunches, town hall / Company meetings and corporate events.

• Handle all incoming/outgoing mail, manage postage accounts, and oversee delivery logistics for the office.

• Maintain cleanliness and organization of kitchen, shared spaces, and communal areas.

Errands & Office Logistics:

• Support local errands including mail drops, picking up checks, and delivering materials.

• Assist principals and other team members with logistical needs in support of daily operations.

Other Duties:

• Track receipts, code expenses, and assistance with preparation of reports and reimbursements.

• Assist with light project coordination, internal research, and ad hoc assignments.

SCOPE/DIMENSIONS OF JOB

• Serves as a central resource for office staff and field employees, handling supplies, logistics, and general administrative support.

• Manages vendor and service provider relationships related to office operations and events.

• Acts as a professional first point of contact for clients and visitors to the office.

• Supports Finance and Accounting with expense tracking, document handling, and payment logistics.

• Coordinates with IT and Facilities on technology support, equipment needs, and workspace improvements.

communication partners

• Office Staff & Field Employees  – Serving as a resource for administrative support, supplies, and internal logistics.

• Vendors & Service Providers  – Managing office supply vendors, event caterers, and building services as needed.

• Clients & Visitors  – Serving as a professional and welcoming point of contact for external guests.

• Finance/Accounting Team  – Coordination on expense tracking, check requests, and document handling.

• IT & Facilities  – Liaison for technical support, equipment needs, or office environment improvements.

JOBHOLDER REQUIREMENTS

• Associate or bachelor’s degree preferred but not required.

• 5+ years of experience in administrative operations role.

• Experience in a fast-paced professional services, construction, or engineering environment.

• Reliable transportation for local errands.

KEY COMPETENCIES / OTHER SPECIAL SKILLS

KEY COMPETENCIES:

• Attention to Detail  – Maintains accuracy in schedules, documentation, and communications.

• Organization & Time Management  – Prioritizes tasks, manages multiple responsibilities, and meets deadlines.

• Discretion & Confidentiality  – Exercises sound judgment in handling sensitive information.

• Communication Skills  – Demonstrates clear, professional verbal and written communication.

• Initiative & Proactivity  – Takes ownership of tasks, anticipates needs, and acts without requiring direction.

• Customer Service Orientation  – Maintains a helpful, friendly, and professional demeanor in all interactions.

• Adaptability  – Remains flexible and composed in a dynamic and fast-paced environment.

• Problem Solving  – Quickly identifies issues and proposes practical, effective solutions.

• Team Collaboration  – Works well with others and contributes to a supportive team environment.

OTHER SPECIAL SKILLS:

• Multiple and competing priorities during peak periods-effective planning and time management will be instrumental to success.

• Follow-through of others will impact ability to complete tasks on time & accurately---relationship building, advanced & continuous communication of expectations, and follow-through will be instrumental to success.

• Systems Savvy – able to work in various systems and platforms – Smartsheet, Microsoft Office, Teams.

SOFTWARE EXPERIENCE:

• Microsoft Office Suite  – Proficient in Outlook, Word, Excel, and PowerPoint.

• Google Workspace  – Comfortable with Gmail, Calendar, Drive, and Docs.

• Zoom or Microsoft Teams  – For virtual meetings and scheduling.

• Adobe Acrobat  – For managing PDFs, forms, and e-signatures.

• DocuSign – Experience preparing, sending and tracking e-signature’s for contracts or approvals.