Administrative Assistant

Job Title: Administrative Assistant

Hours Requirement: Part-Time, in-office Mon-Thurs 9-3

Key Relationships:

Internal: Senior Leadership, Department Directors, Project Management Department, Accounting, All Staff

External: Clients, Visitors, Candidates, Office Vendors, Travel and Event Providers

About TSI:

Taylor Studios’ mission is to create products and experiences that inspire people. The company maintains high standards of excellence, focuses on long-term growth, develops recurring and new products and services, exceeds customer expectations, and communicates openly and honestly. Taylor Studios’ focuses on continuous improvement, shares a sense of purpose, pursues aggressive goals, is reliable, and anticipates customer needs.

As a team member, you are expected to consistently deliver high-quality work within established deadlines and budgets, taking ownership of your tasks and proactively addressing any challenges. Strong communication and collaboration are essential, requiring you to actively participate in team discussions, share information freely, and support your colleagues. A commitment to continuous learning and professional development is also encouraged, along with adherence to all company policies and processes to maintain a positive and productive work environment. Professionalism and ethical behavior are paramount, both in your interactions with colleagues and clients and in maintaining a positive representation of the company.

Role Purpose:

The Administrative Assistant represents Taylor Studios through welcoming, professional service and reliable support for daily company operations. This role coordinates office hospitality, leadership administration, travel, company events, recruitment, and onboarding while helping Directors and departments stay organized and prepared.

Key Responsibilities and Outcomes:

Front Desk and Office Hospitality

• Welcome clients, partners, visitors, and candidates; maintain an organized, presentable reception area.
• Answer and route phone calls, monitor central company email inboxes and voicemails, and distribute mail and packages promptly.
• Monitor office and kitchen supplies, place regular restock orders within approved budgets, and maintain organized storage spaces.

Department Administrative Support

• Provide department-level support to Directors and the Project Management Department through travel arrangements, expense documentation, meeting logistics, and administrative forms as directed.
• Route general inquiries and non-project administrative paperwork to the appropriate staff member; clarify requests and communicate missing information promptly.
• Draft correspondence, format briefing documents, and prepare agendas and meeting materials as directed; confirm administrative arrangements and materials are ready when needed.

Company Logistics and Event Coordination

• Plan and coordinate company events, team-building activities, and holiday gatherings within approved budgets.
• Coordinate caterers, venues, and audiovisual providers; confirm arrangements, communicate changes, and oversee event logistics.
• Maintain shared company calendars and conference room reservations in Outlook and Google Calendar; resolve scheduling conflicts promptly.

Recruitment and New Hire Coordination

• Monitor incoming applications, organize candidate records, and maintain recruitment tracking systems so hiring managers can see open positions and hiring progress.
• Prepare, post, update, and remove approved job advertisements on designated platforms.
• Schedule phone screenings and interviews; prepare resumes, interview packets, and other materials for the hiring team.
• Communicate interview arrangements, status updates, and requests for information to applicants as directed; assist with approved reference checks, background screening documentation, and pre-employment paperwork.
• Prepare onboarding materials, coordinate first-week schedules and orientation logistics as directed, and communicate necessary information to managers and new employees before their start date.

Systems and Information Management

• Use Microsoft 365 and Google Workspace effectively, including Excel, Word, Outlook, Sheets, Docs, Calendar, and Drive; create polished documents and accurate administrative databases and tracking sheets as directed.
• Keep files clearly named, organized, and accessible to authorized staff in designated shared locations; protect confidential applicant, employee, financial, and leadership information.
• Coordinate administrative requests across Directors and departments, confirm deadlines and responsibilities, communicate progress, and identify ways to improve day-to-day processes.

Pay: $16.00 - $20.00 per hour

Expected hours: 24.0 per week

Work Location: In person