Administrative Assistant

Job Summary:

The Administrative Assistant coordinates daily administrative operations, manages office supplies, and supports senior management with scheduling and project coordination. They ensure smooth workflow by handling communications, maintaining records, and assisting with various tasks to enhance overall organizational efficiency.

Key Tasks and Responsibilities:

• Schedule and coordinate meetings, appointments, and travel arrangements for executives and team members.

• Serve as the primary point of contact for internal and external communications, including managing emails, phone calls, and correspondence.

• Monitor and order office supplies and equipment to ensure adequate stock levels.

• Coordinate with property management and related programs (e.g., maintenance, gym memberships) to support office operations.

• Prepare, edit, and manage documents such as reports, presentations, and correspondence.

• Maintain and update company records, databases, and filing systems.

• Assist with budget tracking, expense reporting, and invoice processing.

• Organize and facilitate meetings by setting agendas, preparing materials, and recording minutes.

• Plan and coordinate office events, workshops, and team-building activities.

• Oversee office maintenance and cleanliness; liaise with vendors and service providers.

• Support onboarding new employees and assist with employee inquiries related to travel and expense systems (e.g., Egencia, Emburse, Uber, Lyft, Bolt).

• Provide administrative support for projects, including progress tracking and deadline management.

• Manage client and vendor relationships, coordinate contracts, and resolve administrative issues.

• Ensure office procedures and policies are followed; assist in implementing new processes as needed.

• Administer office access systems (e.g., key fobs).

• Greet visitors, manage the front desk, and handle general inquiries.

• Coordinate office activities, gifts, and serve as liaison with vendors.

• Provide administrative support to the Risk Manager in KYC documentation and tracking.

Experience/Knowledge/Skills:

• 0-2 years’ experience in office management or administrative roles, demonstrating the ability to handle a variety of office tasks efficiently.

• Knowledge of office operations.

• Strong ability to prioritize tasks, manage multiple responsibilities, and maintain an organized and efficient work environment.

• Excellent verbal and written communication skills for effective interaction with colleagues, clients, and vendors.

• Proficiency in Microsoft Office

• Experience in coordinating projects, managing timelines, and supporting project

• Strong interpersonal skills with the ability to handle inquiries and resolve issues professionally, enhancing client and employee satisfaction.

• Ability to be flexible and work to deadlines and under pressure

• Accurate and efficient working style with good attention to detail to complete the daily processes

• Growth mindset and motivated by learning

Salary range: 55k-60k gross/year