Administrative Assistant

ABOUT THE JOB

We are seeking an organized, proactive, and detail-oriented Administrative Assistant to join our team. In this role, you will serve as the operational backbone of our daily functions, managing core logistical elements and providing critical support to our broader Admin Team.

This is a tactical role focused on defined goals where you will use your foundational skills to complete daily tasks. You will own a set of tasks within predefined processes, working under the guidance of the Admin/EA team and requiring instructions primarily on new assignments. We are looking for someone who takes high accountability for their work, is eager to learn administrative best practices, and is excited to collaborate with and learn from our team.

This role offers the opportunity to work alongside experienced Executive Assistants who are invested in your professional growth, ability to transition from tactical task execution to strategic administrative partnership, and the potential to grow into higher-scoped administrative and executive support roles as you demonstrate mastery of core competencies.

WHAT YOU’LL DO

Support to Executive Assistant Team

• Partner closely with the team to assist with administrative overflow, meeting preparation, and logistics.
• Take direction from the team on complex calendar management and scheduling priorities.
• Act as a reliable resource for the team helping to execute day-to-day tactical tasks so the broader administrative team runs smoothly.
• Learn best practices directly from the team and managers to grow your administrative skillset.

Calendar & Meeting Management

• Support calendar management based on direction from the EA team and other stakeholders.
• Back up support for the broader Executive Assistant team.
• Bring order to scheduling chaos by ensuring minimal to zero overlaps in meetings.
• Ensure virtual meeting links are always functioning and physical meeting rooms are reserved and available.
• Ensure the correct attendees are invited to and confirmed for scheduled meetings.

Operations, Logistics & Visitor Experience

• Provide the operational backbone for the team by managing core logistical elements.
• Coordinate travel arrangements and handle timely expense reconciliation.
• Create a smooth and welcoming experience for visitors to our offices.
• Manage foundational office aspects, including visitor registration and passing security clearances.
• Follow established procedures for semi-routine tasks, with the ability to occasionally deviate from accepted practice when the situation requires.

Communication & Team Dynamics

• Deliver clear, concise, and professional verbal and written communication across all channels (e.g, slack, emails, meeting agendas, calendar invites).
• Handle sensitive and confidential information with the utmost discretion.
• Support team morale and actively contribute to building positive team dynamics.
• Collaborate internally with EA’s and other administrative professionals to build strong working relationships.

REQUIRED QUALIFICATIONS

• 1–2 years of demonstrated experience in an administrative support, coordinator, or office assistant role.
• Must be a U.S. Person due to required access to U.S. export controlled information or facilities.