Administrative Assistant

Job purpose

The Administrative Assistant provides essential administrative and operational support to the Leadership teams within Marketing, Media, Analytics, Education Foundation, and Technology. This role supports the smooth execution of day-to-day operations by managing schedules, coordinating meetings, preparing documentation, and facilitating communication across teams. The Administrative Assistant acts as a reliable and collaborative resource, helping to streamline processes and ensure leaders and teams are supported effectively.

Duties and responsibilities

• Provide administrative support to a remote-based leadership team across Marketing, Media, Analytics, Education Foundation, and Technology, including calendar management, meeting coordination, and logistical support
• Prepare and submit expense reports for assigned leaders using online finance systems
• Coordinate and schedule internal and external meetings, including preparing agendas, capturing meeting minutes, and organizing materials
• Document meeting notes, action items, and next steps; track progress and follow-ups using tools such as Asana
• Maintain organized and accessible meeting records, documentation, and shared files in systems such as SharePoint
• Collaborate with team members and cross-functional partners to provide administrative and operational support as needed
• Support communication flow between leaders and team members by coordinating schedules, sharing information, and assisting with routine communications
• Attend meetings with project or development teams to capture notes, maintain assignment lists, and route tasks appropriately for follow-up
• Assist with coordination of content-related initiatives (e.g., podcasts, events, meetings) by supporting scheduling, outreach, and documentation as directed
• Support team operations by assisting with content posting, scheduling, list management, and basic reviews for accuracy (e.g., names, titles, dates) when needed
• Work with colleagues across departments to ensure smooth workflow and timely completion of administrative tasks
• Perform additional administrative and operational duties assigned to support business needs

Qualifications

• Bachelor’s degree in communications or business (preferred)
• 3 years of administrative, office, or operational support experience
• Discipline to successfully work in a collaborative environment where assignments may include tasks with or without close supervision
• Ability to manage multiple projects and deadlines simultaneously
• Strong attention to detail and accuracy
• Proficiency in project coordination and excellent organizational skills
• Strong written and verbal communication skills
• Professional maturity, discretion, and sound judgment when handling sensitive information
• Ability to build effective working relationships with internal teams and external partners

This is a remote based position, but some travel will be required.