Job Title: Administrative Assistant

Job Description

We are seeking a dedicated Administrative Assistant to act as the gatekeeper for the President/COO. You will be responsible for filtering requests for time, tasks, deliverables, and information, as well as managing correspondence to ensure timely response and follow-up. You will provide administrative support to the Management Team and coordinate schedules to ensure seamless execution of meetings, deadlines, and presentations.

Responsibilities

• Filter requests for time, tasks, deliverables, and information for the President/COO.
• Manage email and telephone correspondence for the President/COO, ensuring timely response and follow-up.
• Brief the President/COO daily on the status of duties.
• Provide day-to-day administrative support for the Management Team, including generating reports and presentations.
• Maintain documents to support installation projects, including submittal packages and manuals.
• Coordinate schedules for the Management Team, ensuring meetings and deadlines are met.
• Attend internal meetings and generate accurate meeting notes.
• Assign tasks and deliverables to the team for follow-up.
• Perform other tasks as required to ensure company workflow runs smoothly.

Essential Skills

• 3-5 years of Administrative Assistant experience.
• Proficiency in schedule management, problem solving, customer service, and project management.
• Experience with invoicing and data entry.
• Typing speed of 40 words per minute.
• Proficiency in MS Office Suite, QuickBooks, and Adobe.

Additional Skills & Qualifications

• Associate's degree or equivalent experience.
• Proven work experience as a senior administrative assistant or virtual assistant preferred.
• Ability to propose and pursue professional development opportunities.
• US Citizenship is required.

Work Environment

The role is 100% onsite from Monday to Friday, with specific working hours. You will be the sole administrative person in a smaller office environment with about 10 employees. The office culture is feedback-driven and results-oriented, celebrating wins and finding solutions to problems. We maintain high accountability and a positive, welcoming atmosphere. The dress code is business casual.