What are the responsibilities and job description for the Administrative Assistant position at Oakland Manager LLC?
Duties and Responsibilities:
Communication
• Serve as the primary liaison for internal and external communications, representing the President and leadership team with professionalism and discretion.
• Independently assess and respond to inquiries from customers, vendors, and partners, determining appropriate actions and resolutions on behalf of leadership.
• Draft, edit, and issue correspondence, press responses, and other communications aligned with company tone, branding, and strategy.
• Handle and resolve external customer service and reputational inquiries, exercising sound judgment to protect the organization’s image.
• Manage communication channels, including general inboxes, ensuring that critical matters are prioritized and escalated appropriately.
Operational & Financial Responsibility
• Coordinate and authorize business travel, accommodations, and related expense approvals, balancing cost efficiency with organizational needs.
• Oversee and process vendor and contractor payments, maintaining accuracy and compliance with internal controls.
• Review, track, and reconcile company credit card and expense activity; identify discrepancies and implement corrective actions as needed.
• Support accounting and operations with financial reporting inputs, pay applications, and administrative audits.
• Evaluate and streamline administrative processes to improve efficiency across departments.
Executive & Strategic Support
• Act as a representative of the President and leadership team in communications with employees, partners, and customers, making decisions within established parameters.
• Anticipate leadership needs by preparing materials, conducting research, and ensuring key stakeholders are informed and equipped for decision-making.
• Partner with leadership on special projects requiring analysis, prioritization, and recommendations.
• Maintain confidentiality while handling sensitive employee, financial, and operational information.
• Participate in strategic planning and communication initiatives supporting company culture and engagement.
