Administrative Assistant

Position Summary: Were looking for a reliable and detail-oriented Administrative Assistant to support a dynamic team of professionals. This role is ideal for someone who thrives on organization, enjoys being a go-to resource, and takes pride in helping the office run smoothly. Youll handle a wide range of day-to-day administrative tasks and play a key role in keeping the team organized, informed, and on schedule.

Key Responsibilities:

• Prepares simple documents (e.g., letters, emails, spreadsheets, and forms with proper spelling and formatting)
• Answers phone calls, takes messages, and directs calls to the right person.
• Helps with expense tracking including collecting receipts, preparing reports, tracking reimbursement and reconciling corporate credit card transactions using Concur.
• Handles check requests.
• Schedules meetings and appointments on calendars.
• Helps set up meeting rooms, order food or supplies, and schedules lunch or event reservations.
• Books basic travel (e.g., flights, hotels, and car services).
• Helps with event or training sign-ups and registration forms.
• Coordinate carrier and vendor events which include communicating with carriers and vendors, calendar management and event setup.
• Plans and coordinates team dinners, client meals, and small events, including making reservations, managing guest lists, and ensuring all logistical details are handled smoothly.
• Keeps contact lists and client records updated.
• Works with other team members to help complete tasks and small projects.
• Organizes and files paperwork (both digital and physical) and helps with archiving old files.
• Assists with putting together simple presentations or proposals.
• Keeps information private and follows rules for handling confidential materials.