Administrative Assistant

Position Overview

The Administrative Assistant provides high-level, detail-oriented administrative and operational support to a Department Leader (e.g., Vice President, or equivalent). This role plays a critical part in enabling effective communication, organizing logistics, preparing documents, and managing information flow in a fast-paced and dynamic environment. The ideal candidate is highly organized, proactive, professional, and capable of handling sensitive information with discretion.

Essential Functions (Other Duties as Assigned)

• Manage and maintain the Designated Department Leader’s calendar, including scheduling meetings, appointments, and travel arrangements
• Prepare, edit, and distribute internal and external communications such as reports, memos, emails, and presentations
• Assist with the coordination of department-wide initiatives, project tracking, and follow-ups
• Serve as a liaison between the Designated Department Leader and internal teams, vendors, or external stakeholders
• Organize, compile, and maintain department files and records, both digital and physical
• Process expense reports, purchase orders, and invoice approvals in compliance with company policies
• Support coordination of meetings, including agenda preparation, meeting logistics, note-taking, and action item tracking
• Maintain confidentiality and handle sensitive information with integrity
• Provide general administrative support and perform additional duties as assigned
• Ability to maintain confidentiality and act with discretion and integrity
• Ability to adapt quickly to new technologies, platforms, and processes
• Other duties as assigned

Education and Experience

• High School Diploma or equivalent required; associate or bachelor’s degree preferred
• Minimum of 2 years of administrative support experience; prior experience supporting senior leadership strongly preferred
• Experience in multi-site, operational, or fast-paced environment preferred
• Valid driver’s license may be required for occasional errands or meeting support
• Must be able to successfully pass a background check in accordance with company policies and applicable laws

Knowledge, Skills, and Abilities

• Knowledge of administrative and clerical procedures
• Familiarity with standard business tools such as Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Understanding of basic project coordination and office management practices
• Knowledge of corporate support office communication standards and professional etiquette
• Strong verbal and written communication skills
• Exceptional organizational and time management skills
• Proficient in calendar management and travel coordination
• Skilled in preparing polished documents, presentations, and reports
• Attention to detail and accuracy in data entry, formatting, and editing
• Ability to multitask and prioritize tasks in a dynamic work environment
• Ability to anticipate needs and take initiative
• Ability to work independently and collaboratively across departments

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to communicate effectively in person, over the phone, and via virtual meeting platforms (e.g., Microsoft Teams)
• Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment
• Must be able to lift and carry up to 15 pounds occasionally (e.g., laptop, presentation materials, office supplies)
• Visual acuity required to read documents, create presentations, and view a computer screen for extended periods
• Typical office environment with standard noise levels and controlled indoor temperatures
• Occasional travel may be required for meetings, trainings, or as directed; travel less than 10%

This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, and abilities.

Spotless Brands and its subsidiaries comply with federal and state disability laws and make reasonable accommodation for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or recruitment process, please contact the Human Resources department   and identify the type of accommodation or assistance you are requesting. Do not include any medical or health information in this email. The Human Resources team will respond to your email promptly.

Spotless Brands and its affiliate brands are  Equal Employment Opportunity (EEO) employers. Spotless Brands invites all qualified interested applicants to apply for career opportunities. It is the policy of the company to provide equal opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran, disabled status  or any other protected group status as defined by and subject to applicable federal, state and local laws. We use E-Verify to check employment eligibility: https://www.everify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf and https://www.e-verify.gov/sites/default/files/everify/posters/IER_RightToWorkPoster%20Eng_Es.pdf