Administrative Assistant

Administrative Assistant

As the Administrative Assistant, you will sit at the center of day-to-day operations. You'll work closely with the President, and other leaders to coordinate a wide range of activities – from meetings and travel to reporting, events, and ongoing operational priorities. This is not a passive administrative role. As the right-hand person for the Owner of the company, you'll be expected to take ownership of tasks, manage a high volume of moving pieces, and stay ahead of what needs to happen next. Some responsibilities are routine, others are one-off or project-based – all require strong follow-through and attention to detail. You'll also serve as a key point of coordination across internal teams, vendors, and external stakeholders, ensuring communication is clear and execution stays on track. This is a small and growing company, which means the role will include a variety of responsibilities with the opportunity to grow the role as the company expands.

$20 - $23 an hour

Responsibilities

• Coordinate meetings, offsites, and leadership gatherings, including materials, logistics, and follow-up
• Track action items and follow up to ensure commitments and deadlines are met
• Anticipate needs and help keep leadership prepared for upcoming meetings and priorities
• Support planning and execution of internal meetings, events, and cross-functional initiatives
• Assist with preparation and organization of reports, presentations, and internal materials sourced from Jobber and QuickBooks Online and leveraging Microsoft Excel
• Enter data as needed for insurance and other requests
• Check mail and enter bills into Accounts Payable in QuickBooks Online
• Post checks to invoices in Jobber
• Prepare reports and timesheets for payroll setup
• Answer phones
• Book appointments
• Follow up on Accounts Receivable
• Follow up with customers for QA and reviews
• Timesheet management for crew
• Serve as a coordination point between leadership, internal teams, and external partners
• Keep workstreams organized across multiple priorities and stakeholders
• Assist with expense reporting review and general administrative support for the bookkeeper
• Support light transactional and coordination activities (vendor setup, purchase tracking, etc.)
• Coordinate facility-related needs and act as a point of contact for building maintenance at HQ
• Support front office coverage and guest coordination as needed

Requirements

• Highly organized with the ability to manage multiple priorities and shifting timelines
• Proactive and self-directed – identifies what needs to be done and takes action without waiting for direction
• Comfortable operating in a fast-paced environment with frequent interruptions and competing demands
• Strong follow-through – able to track details and ensure tasks are completed end-to-end
• Professional, personable, and service-oriented with strong communication skills
• Able to interact confidently with senior leadership and external stakeholders
• Willing and able to follow up, push for clarity, and hold others accountable when needed
• High attention to detail and strong sense of ownership over work
• Resilient and steady under pressure; able to handle a high volume of small tasks alongside larger priorities
• Experience & Skills
• • 3–5 years of experience in an executive assistant, administrative, or coordination role supporting leaders
  • Strong proficiency with Microsoft Office (Outlook, Excel, Word, PowerPoint)
  • Experience managing multiple priorities and deadlines in a fast-paced environment
  • Experience handling sensitive information with discretion
  • Exposure to CRM systems, expense reporting, or basic accounting processes
  • Experience coordinating events, meetings, or executive offsites
  • Experience in payroll and time keeping

Why This Role

• Direct exposure to leadership and how the business operates
• High-trust role with visibility across multiple functions and priorities
• Opportunity to take ownership of work that directly impacts execution and follow-through
• Variety of responsibilities – no two days are the same
• Central role in keeping leadership organized and priorities moving
• Stable, established company with long-term growth and no history of layoffs