Administrative Assistant

Overview:

The Administrative Assistant Contractor provides administrative and organizational support for a fast-paced team of approximately 60 employees. This position is responsible for calendar management, meeting coordination, employee onboarding, office support, and employee engagement activities. The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities while providing professional support to managers and team members.

Responsibilities:

• Manage complex calendars for 3–5 managers.
• Schedule, coordinate, and reschedule meetings across multiple teams and time zones.
• Resolve scheduling conflicts and coordinate recurring meetings, staff meetings, and leadership sessions.
• Reserve conference rooms and coordinate meeting logistics, room setup, and catering.
• Support the daily administrative needs of approximately 60 employees.
• Maintain distribution lists, email aliases, user groups, contact lists, and organizational records.
• Order office supplies and submit maintenance requests.
• Coordinate new-hire onboarding and first-day logistics.
• Provide new hires with arrival instructions, facility information, team introductions, and office tours.
• Organize employee birthdays, recognition activities, team meals, and morale-building events.
• Coordinate team-building activities, offsite meetings, holiday events, volunteer activities, and employee appreciation initiatives.
• Provide general administrative support to managers and team members.
• Track action items and assist with follow-up communications.
• Retrieve, compile, and report information requested by managers.
• Identify opportunities to improve administrative processes and team efficiency.

Qualifications: