We are seeking an Administrative Assistant to provide high-level administrative support to members of the leadership team and other key personnel, ensuring the efficient and effective execution of daily operations. This individual will be responsible for managing complex calendars, coordinating travel logistics, and serving as a central point of contact for both internal and external stakeholders. The ideal candidate will demonstrate exceptional attention to detail, strong prioritization skills, and the ability to thrive in a fast-paced environment. This role offers the opportunity to engage with multiple departments and contribute meaningfully to the overall success of the organization.
Responsibilities:
- Heavy Calendar Management & Scheduling: Effectively manage and maintain calendars for senior leader, prioritizing scheduling requests and proactively resolving conflicts to ensure optimal use of their time. Coordinate with internal and external stakeholders to schedule meetings and calls, ensuring all logistical details are confirmed and executed seamlessly.
- Expense Management: Oversee the timely preparation, submission, and approval of expense reports. Accurately process receipts by verifying expense categories, ensuring compliance with company policies, and maintaining timely and precise documentation.
- Travel Coordination: Coordinate all aspects of travel for leadership and departmental needs, including booking flights, trains, and hotel accommodations, and preparing detailed travel itineraries. Collaborate with team members and key stakeholders to ensure seamless travel logistics for business trips, events, and game days.
- Game Day Event Support: Serve as an executive escort to senior leader, accompanying them throughout game days and ensuring seamless coordination with VVIP clients and partners. Manage ticketing, parking logistics, and provide pre-arrival instructions to ensure smooth attendance. Additionally, oversee the preparation and distribution of game day gifting for both new and returning clients, delivering a personalized and exceptional experience.
- Client Meeting Preparation: Ensure all materials, presentations, and documents are organized and readily available for meetings. Provide comprehensive background information, including client bios and other relevant details, to ensure leader is fully prepared and equipped for successful, informed discussions.
- Departmental Support: Serve as a versatile resource, offering support across various departments within the organization as needed. Provide additional assistance during peak periods that contributes to overall operational efficiency and ensuring business continuity.
Qualifications:
· Bachelor’s degree in business administration, Management, or a related field.
· 2-3 years of experience in an administrative support role.
· Exceptional organizational skills and strong attention to detail.
· Outstanding interpersonal and communication skills.
· Proficient in Microsoft Office Suite (Adobe, Excel, Word, PowerPoint, Outlook)
· Proficiency in using Concur for travel and expense management is highly preferred.
· Ability to manage multiple projects and priorities in a fast-paced environment.
· A positive, adaptable attitude, with a strong desire to keep leaders moving forward and focused on their priorities.
· Discretion and confidentiality in handling sensitive information.
· Availability to work on game days, and weekends as needed.
Compensation: The salary for this role is $65,000 - $70,000 annually.
If you're a proactive, results-oriented professional with a passion for providing exceptional service and driving administrative excellence, we invite you to apply for the Administrative Assistant position. Join our dynamic team and play a key role in contributing to our organization's success by delivering a world-class administrative experience to all stakeholders.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
