Administrative Assistant - 5624

Job Description:

We are seeking a highly organized and detail-oriented Administrative Assistant to support two Vice Presidents and one Senior Director within a Strategic Communications organization. This role serves as a key partner responsible for managing calendars, coordinating meetings, arranging business travel, processing expense reports, and helping leaders stay organized and effective in a fast-paced environment.

The ideal candidate is proactive, adaptable, and comfortable managing multiple priorities while maintaining professionalism, confidentiality, and strong attention to detail. This position offers an opportunity to work closely with senior leadership and play an important role in supporting day-to-day business operations.

Key Responsibilities

• Manage complex calendars and coordinate meetings, including scheduling attendees, reserving meeting space, and organizing meeting logistics and technology needs.
• Arrange business travel and prepare and process expense reports.
• Prepare, edit, and format correspondence, presentations, reports, and other documents using Microsoft Office applications.
• Respond to routine inquiries and requests, gathering information and providing support as needed.
• Compile, organize, and distribute materials for meetings, presentations, and team initiatives.
• Provide day-to-day administrative and operational support, helping leaders manage changing priorities and time-sensitive requests.
• Serve as a professional point of contact for visitors and internal stakeholders.
• Maintain confidentiality when handling sensitive information and communications.
• Provide backup administrative support as needed.
• Assist with special projects and additional administrative responsibilities as assigned.

Qualifications

• Previous administrative, executive support, office coordination, or related experience.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Excellent attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Ability to work independently, take initiative, and follow through on assignments.
• Professional demeanor and strong interpersonal skills.
• Demonstrated ability to handle confidential information with discretion.
• Comfortable working in a fast-paced environment where priorities may shift frequently.

Required Skills

• Advanced proficiency with Microsoft Office applications, particularly Outlook and Word.
• Ability to effectively prioritize urgent and time-sensitive requests.
• Strong organizational, multitasking, and problem-solving skills.
• Professional and customer-focused approach when interacting with stakeholders.
• Experience managing calendars, coordinating meetings, and supporting leaders in a corporate environment.

Preferred Qualifications

• Experience supporting executives, directors, or senior leadership teams.
• Experience coordinating travel arrangements and processing expense reports.
• Experience supporting communications, marketing, or other corporate functions.
• Familiarity with enterprise business systems and administrative processes.

Schedule

• Monday through Friday, 8:00 AM to 5:00 PM.
• Some schedule flexibility may be available based on business needs.

What Success Looks Like

The successful candidate will be a trusted administrative partner who can effectively manage competing priorities, anticipate needs, maintain confidentiality, and provide exceptional support to senior leaders while ensuring day-to-day operations run smoothly and efficiently.