Job Description
Job Description
Job Summary:
The Administrative Assistant provides high-level administrative support to the leadership team. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced, professional environment. The ideal candidate is proactive, efficient, and capable of handling sensitive information with integrity.
Responsibilities:
• Assist with scheduling meetings, appointments, and travel arrangements for employees and executive leadership as needed.
• Prepare and edit correspondence, reports, presentations, meeting minutes, and operational documentation as needed.
• Answer and respond to phone calls or inquiries directed to the STAQ front desk support.
• Coordinate internal and external meetings, events, and special projects across departments.
• Maintain organization and tracking of key deliverables, deadlines, project documentation, and department initiatives.
• Serve as a point of contact between leadership and internal/external stakeholders including vendors and suppliers.
• Organize and maintain files, records, operational documentation, and office systems for optimal efficiency.
• Facilitate note taking and documentation for company or departmental meetings and assist with tracking follow-up action items.
• Assist with follow-ups, communications, and coordination of action items from meetings and cross-department initiatives.
• Support coordination of departmental initiatives, employee engagement events, leadership communications, and company meetings.
• Maintain confidentiality of highly sensitive information and support a culture of trust and professionalism.
• Assist with coordination and documentation related to operational processes, audits, or internal reviews as requested by executive leadership.
• Coordinate communication and follow-up with vendors and suppliers regarding onboarding documentation, invoicing, and operational needs.
• Support vendor onboarding and transition of suppliers through coordination with the finance department.
• Assist with accounting and finance related administrative processes including invoice documentation, accounts payable coordination, payment run preparation, and accounts receivable tracking as directed.
• Assist with documentation and coordination related to regulatory or operational registrations as requested (e.g., licensing or DEA documentation support).
• Greet and assist guests at the front desk, serving as the first point of contact for visitors and deliveries.
• Order meals, snacks, and beverages for executive meetings, employee events, and company functions.
• Order office supplies and non-production related items while maintaining an accurate par and inventory level.
• Assist with receiving deliveries and coordinating distribution of non-inventory materials or supplies to appropriate departments.
• Assist in managing badge access coordination for employees and visitors.
• Support office coordination including visitor check-in/check-out and general facility administrative tasks.
• Support and deliver on all other assigned tasks as needed to support executive leadership and operational initiatives.
Required Skills/Abilities:
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent sales and customer service skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Strong analytical and problem-solving skills.
- Strong supervisory and leadership skills.
- Ability to prioritize tasks and to delegate them when appropriate.
- Ability to function well in a high-paced and at times stressful environment.
- Excellent verbal and written communication skills.
- Strong organizational and time management abilities.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools (e.g., Zoom, Teams).
- Ability to work independently, prioritize tasks, and anticipate needs.
Physical Requirements:
Prolonged periods of sitting at a desk and working on a computer.
Monday-Friday 8:30am-5:30pm