What are the responsibilities and job description for the Administrative Assistant position at Matchstick?
The Company
The company operates as a single-family office, providing comprehensive, white-glove service to its client. This is a fast-paced, high-touch office environment seeking a highly organized and dependable Administrative Assistant to support a wide range of administrative and operational needs. This role is essential to maintaining a seamless, detail-oriented experience and requires someone who is responsive, polished, and able to manage multiple priorities with professionalism and care.
The Position
The Administrative Assistant provides comprehensive administrative, operational, and logistical support across office operations, finance, records management, IT coordination, and general office needs. This individual will serve as a central point of coordination, ensuring efficiency and accuracy across a variety of functions in a confidential, fast-paced environment.
Responsibilities
Office Administration & Coordination
● Manage incoming and outgoing mail across multiple locations, including opening, scanning, profiling, emailing, and ensuring timely delivery with appropriate tracking or overnight services
● Provide administrative support including correspondence, scheduling, calendar management, and deadline tracking
● Maintain multiple calendars for employee PTO, travel, meetings, and key business deadlines, including daily and weekly task tracking and summaries
● Order and maintain office supplies, coordinate conference room reservations, and organize meetings, company events, and employee celebrations
HR & Recruiting Support
● Support recruiting and HR processes including candidate correspondence, interview scheduling, NDAs, background checks, reference checks, and unemployment claims
Finance & Documentation
● Prepare and process bank deposits and maintain financial documentation including statements, reconciliations, and credit card records
● Track invoices, obtain payment approvals, maintain bill pay spreadsheets, and analyze utility usage and costs
Records Management & Compliance
● Scan, organize, and maintain digital and physical records, including tracking spreadsheets, entity filings, insurance policies, tax documents, and renewal schedules
Operations & Logistics
● Provide administrative support across property maintenance tracking, vehicle registrations, travel arrangements, payments, and event coordination
IT & Systems Support
● Support IT operations including employee device management, account setup, equipment procurement, technical assistance, virtual meeting coordination, and vendor communication
Additional Support
● Perform notarizations and other administrative tasks as assigned
Qualifications
Competency & Experience
● High school diploma, GED, or associate degree required, along with a minimum of three years of administrative experience or an equivalent combination of education and experience
● Strong written and verbal communication skills
● Advanced computer proficiency, including Microsoft Office Suite (Outlook, Word, Excel) and Adobe Acrobat
● Familiarity with office management systems, procedures, and document management tools
Skills & Working Style
● Proven ability to maintain strict confidentiality and handle sensitive information with discretion
● Exceptional attention to detail, accuracy, and follow-through
● Strong time management, prioritization, and organizational skills with the ability to manage multiple tasks and deadlines
● Quick learner with the ability to adapt to new processes, systems, and concepts
Core Competencies
● Resourceful and conscientious problem-solver who exercises sound judgment
● Highly discreet, trustworthy, and professional, with the ability to work both independently and collaboratively
● Self-motivated and proactive, with strong interpersonal skills and an organized, efficient approach to work
● Critical thinker who can prioritize effectively and manage competing demands
● Adaptable team player with a “no task too big or too small” mindset and strong integrity
Additional Requirements
● Successful completion of background investigation, employer-provided assessments, reference checks, and drug screening required
Salary Benefits
● $25–$31/hour
● Employer-paid medical insurance and 401(k)
● Fifteen days of paid time off and seven paid holidays per year
Additional Details
● This is a full-time, in-office role, Monday through Friday, located in Littleton, CO
● A personal vehicle is required for this position
● Must have a valid driver’s license
#INDM
Salary : $25 - $31