We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive support to executive leadership while ensuring the smooth operation of administrative functions across the organization. This role serves as a key liaison between leadership, employees, clients, vendors, and external stakeholders and requires exceptional communication, discretion, and organizational skills. 

The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities, maintain strict confidentiality, and possess strong administrative, financial, and customer service skills. 

Executive Support 

• Manage calendars, schedules, appointments, and travel arrangements for leadership team. 
• Prepare agendas, meeting materials, presentations, reports, and correspondence. 
• Attend meetings, record minutes, track action items, and assist with follow-up activities. 
• Screen and prioritize incoming phone calls, emails, and correspondence. 
• Handle confidential and sensitive information with professionalism and discretion. 
• Assist leadership with research, special projects, reporting, and administrative initiatives. 

Administrative Support 

• Serve as a primary point of contact for internal and external communications. 
• Maintain organized digital and physical filing systems and company records. 
• Prepare, process, and maintain contracts, permits, insurance documents, work orders, and other business records. 
• Coordinate meetings, training sessions, company events, and travel logistics. 
• Assist in order and maintain office supplies and support the day-to-day needs of the office. 
• Ensure accurate document retention and compliance with company procedures. 

Communication & Customer Service 

• Build and maintain positive working relationships with employees, clients, vendors, and business partners. 
• Respond to inquiries professionally and promptly. 
• Coordinate communication between departments and leadership to ensure timely information sharing. 
• Provide exceptional customer service while representing the organization in a professional manner. 

Qualifications 

• Minimum of 3–5 years of administrative assistant, or office management experience. 
• Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.  
• Experience with Microsoft Dynamics 365 Business Central or similar ERP/business management software is preferred. 
• Excellent written and verbal communication skills. 
• Strong organizational and multitasking abilities. 
• Ability to work independently while managing multiple priorities and deadlines. 
• Experience supporting accounting, invoicing, payroll, or financial administration functions preferred. 
• Demonstrated ability to maintain confidentiality and exercise sound judgment. 

Desired Traits 

• Professional, dependable, and highly organized. 
• Strong attention to detail and accuracy. 
• Solution-oriented with excellent problem-solving skills. 
• Adaptable and able to thrive in a dynamic environment. 
• Positive attitude and strong interpersonal skills. 
• Self-motivated with the ability to anticipate needs and take initiative. 

Benefits 

• Medical, Dental, and Vision Insurance 
• Health Savings Account (HSA) 
• 401(k) 
• Paid Time Off 
• Paid Holidays 
• Monday-Friday 8am-5pm