What are the responsibilities and job description for the Administrative Assistant position at Optimal Inc.?
Responsibilities:
Administrative Support: Manage complex calendars, schedule meetings (both internal and external, including virtual and in-person), prepare agendas, take minutes, and track action items for technical leadership and teams. CommunicationCoordination: Serve as a primary point of contact, screening and prioritizing communications, drafting correspondence, and coordinating information flow within the technical department and with other internal/external stakeholders.
ProjectEvent Coordination: Assist with the planning and execution of technical projects, team events, workshops, and off-sites, including logistics, vendor coordination, and materials preparation. This may involve coordinating technical demonstrations or presentations.
TravelExpense Management: Arrange detailed domestic and international travel itineraries and process expense reports accurately and efficiently for the leadership team.
Document Management: Organize, maintain, and retrieve sensitive technical documents, reports, presentations, and records, ensuring proper version control and accessibility. May assist with formatting or proofreading technical documentation.
Operational Support: Manage office equipment and facilities requests for the technical department. Assist with onboarding new technical hires, including setting up workstations and coordinating access to necessary systems.
DataReporting: Compile and present data, create basic reports, and assist with presentations using tools relevant to technical project management or departmental metrics.
Strategic PlanningExecution: Support the leader in developing and executing strategic initiatives, ensuring alignment across the organization. Process Improvement: Identify opportunities to streamline administrative processes and implement solutions to enhance efficiency within the technical department.
Skills Required:
Analytical skills, Administrative Assistant
Experience Required:
- Associate's degree or equivalent practical experience; Bachelor's degree preferred.
- 3 years of experience as an Executive Assistant, Business Assistant, or in a similar administrative support role, preferably within a technology, engineering, or R&D department.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Microsoft Teams, SharePoint, Google Workspace).
- Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a dynamic environment.
- Strong verbal and written communication skills, with keen attention to detail and grammar.
- Ability to handle sensitive information with the utmost discretion and confidentiality.
- Proactive attitude, strong problem-solving skills, and the ability to work independently as well as collaboratively.
Education Required:
Associate Degree
POSITION IS HYBRID (Monday to Thursday)
