Administrative Assistant (USD)

Responsibilities

💼 Front Desk & Visitor Experience
• Welcome and host guests, vendors, clients, and visitors—creating a warm and professional first impression.
📞 Telephone & Communication Support
• Manage incoming calls and messages, ensuring efficient routing and issue resolution.
• Maintain and update call rotation settings and troubleshoot Jabber-related queries.
🗓️ Administrative Coordination
• Support team and leadership calendars for seamless scheduling and activity alignment.
• Organize meetings, travel arrangements, and conference calls—including equipment setup.
• Ensure meeting logistics such as IT support, room setup, catering, and off-site coordination.
• Oversee daily office supply management and smaller-scale team projects.
💳 Expense & Invoice Management
• Prepare and reconcile travel and business expenses.
• Process invoices and expense reports with accuracy and timeliness.
🌀 Adaptability & Ad-Hoc Support
• Tackle a variety of administrative tasks that shift with business needs—including approvals and reporting.
🤝 Relationship & Vendor Management
• Manage vendor relationships and oversee office services maintenance including conferencing equipment and permit posting.
📋 Meeting & Materials Preparation
• Plan and support logistics, agendas, and resources for team and leadership meetings.
• Draft presentations, memos, and internal communications tailored to various audiences.
What You'll Bring
✨ Skills & Expertise
• Outstanding organizational skills and meticulous attention to detail.
• Excellent communication—written and verbal—with polished interpersonal finesse.
• Ability to prioritize effectively and manage multiple tasks with urgency.
• Sound judgment, discretion, and professionalism in sensitive situations.
• Proven experience managing administrative projects and tasks independently.
🧠 Technical Proficiency
• Microsoft Office Suite:
o Word for polished communications and reporting
o PowerPoint for professional presentation creation
o Excel for spreadsheeting, data and expense tracking, and event planning
• Foundational data formatting and analysis experience.
🎓 Experience
• Minimum 2 to 5 years of administrative support experience in a corporate setting.
• Prefer candidates that are comfortable working with AI to better streamline processes.

Deal Breakers:
• Candidate must have previous work experience in a professional corporate environment.
• Candidate must be able to multi task and prioritize workload expectations.