Administrative Assistant

Job Description

Job Description

The Administrative Assistant to the C-Suite plays a critical role in supporting senior executives with administrative tasks, project coordination, and cross-functional communication. This individual ensures the C-Suite functions efficiently and is well-prepared for all engagements. The Administrative Assistant must exercise impeccable discretion, proactive problem-solving, organization and a strong sense of urgency in a fast-paced corporate environment.

Overall Responsibilities :

• Calendar & Meeting Management :
• Manage schedules and calendars.
• Schedule and coordinate internal / external meetings, board meetings, offsite events, and video conferences.
• Prepare agendas, materials, and take minutes when needed.
• Work closely with the C-Suite team members to keep them well informed of upcoming commitments and responsibilities and follow up appropriately. Anticipate needs in advance of meetings, conferences, etc.
• Travel & Logistics Coordination :
• Plan detailed domestic and international travel itineraries.
• Handle transportation, lodging, meeting prep, and expense reporting.
• Executive Communications :
• Draft, proofread, and edit emails, reports, presentations, and other executive-level correspondence.
• Provide hospitality to all guests and help to create a welcoming environment.
• Invest in building relationships both externally and internally.
• Screen calls and responds to or routes routine inquiries from external or internal sources with appropriate correspondence or other messaging.
• Finance Duties :
• Oversee company-wide expense report processes, ensuring compliance with corporate policies and timely reimbursement, while managing and optimizing the expense management system (e.g., Concur, Expensify) to improve efficiency and user experience.
• Manage company-wide Amazon Business Account.
• Complete and provide accurate IRS Form W-9 on behalf of the company in response to vendor, client, or partner requests, ensuring timely and compliant submissions of taxpayer information.
• Provide up-to-date certificates of insurance on behalf of the company in response to client, vendor, or partner requests, ensuring compliance with contractual and regulatory requirements.
• Serve as the primary point of contact for all business insurance claims, coordinating with internal stakeholders and external insurance brokers to gather and provide required documentation and data for efficient claim processing and resolution.
• Project & Task Management :
• Collects, reviews and analyzes data and prepares reports, charts, and other presentation materials utilizing word processing, spreadsheet, or specialized software.
• Track project deadlines and ensure timely execution of executive priorities.
• Confidentiality & Discretion :
• Maintain strict confidentiality regarding sensitive corporate, personnel, and strategic matters.
• Office Support :
• Assist in coordination of company events, leadership retreats, and cross-functional meetings.
• Prioritize inquiries and requests while troubleshooting conflicts.
• Sort and review incoming mail for C-Suite team members.
• Complete a variety of administrative tasks that facilitate the C-Suite’s ability to effectively lead the organization, including producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; compose and prepare correspondence; maintain contact lists; make travel arrangements; and complete expense and mileage reports.
• Other duties as assigned.

Position Requirements

Qualifications :

Work Environment & Schedule :

Physical Requirements

Tolerance for sitting long periods of time. Possess finger dexterity to write, type, and use a calculator. Maintain adequate vision to view small print and computer terminal. Ability to speak and hear, walk throughout facilities with occasional light lifting (25 pounds), stooping, kneeling, crouching, and reaching with hands and arms required. Ability to travel between multiple facilities as required to perform core job duties. Maintaining body equilibrium to prevent falling when walking, standing or crouching on narrow, slippery or moving surfaces. Ability to bend body downward and forward by bending spine at the waist.

The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.