Job Summary

This senior level support position provides administrative support to multiple Vice Presidents. The Administrative Assistant serves as the primary point of contact for internal and external communications for the Vice Presidents, working with a variety of people and all levels of the organization. This role thrives in a fast-paced, dynamic environment and requires a high degree of adaptability, sound judgment, and discretion.

The ideal candidate must be organized, proactive, and resourceful, with strong written and verbal communication skills. They are comfortable leveraging AI-enabled solutions to streamline workflows, enhance productivity, and support leadership. The Administrative Assistant will have the ability to work on projects and activities while prioritizing and handling confidential matters with care. 

Job Duties & Responsibilities

• Perform a broad variety of administrative tasks including but not limited to managing meetings and VP’s calendars, coordinating travel, processing expense reports, and supporting quarterly G&A budget submissions
• Schedule department meetings, including booking conference rooms, assisting in the preparation and distribution of meeting agendas and materials, and attending meetings as needed
• Prepare, format, and edit correspondence, communications, presentations and other documents for internal and external distribution, utilizing AI tools where appropriate
• Organize and coordinate external outreach and internal team building activities
• Maintain confidentiality of highly sensitive information
• Serve as a primary point of contact between the Vice Presidents and their teams across multiple locations
• Determine priority of requests for the Vice Presidents; exercise discretion to redirect matters to the managers or teams or to handle directly, when appropriate

Job Specific Skills

• Demonstrate accuracy and thoroughness and monitor own work to ensure quality
• Excellent calendar management skills, including the coordination of complex executive schedules
• Strong organizational skills with the ability to prioritize multiple tasks seamlessly and maintain a strong attention to detail; eager to take on new tasks
• Proficient computer skills and in-depth knowledge of Microsoft Office Suite (Outlook, Teams, PowerPoint, Word, Excel), with openness to adopting new AI-driven tools
• Knowledge of standard office administrative practices and procedures
• Ability to manage tasks that enable the Vice Presidents to operate effectively and focus more on strategic priorities

Education

Minimum: High school diploma or GED

Experience

Minimum: 5 years related work experience