What are the responsibilities and job description for the Administrative Assistant position at Red Pepper Software?
Mission (Why this role exists)
To keep Red Pepper's day-to-day operations running smoothly and efficiently by orchestrating schedules, meetings, information flow, and documentation with accuracy, speed, and care. The Administrative Assistant enables leaders and teams to focus on high-impact work by managing details, anticipating needs, and delivering reliable support.
Outcomes (What success looks like)
Success in this role means leaders are well-prepared, teams stay coordinated, clients feel supported, and operational details are handled proactively-with clear communication, and organized systems.
Key Outcomes
1) Calendar & Scheduling Mastery
- Manage multiple calendars; coordinate internal/external meetings and conference calls.
- Prevent conflicts, ensure agendas/locations/links are set, and provide timely updates.
2) Meeting Prep, Notes & Follow-Through
- Prepare agendas, materials, and attendee lists; capture notes and action items.
- Track completion of key deliverables and follow up on outstanding items.
3) Client Support & Information Requests
- Handle client inquiries professionally; route to the right owner and close the loop.
4) Document & Data Management
- Organize and update databases; maintain document version control and file hygiene.
- Ensure records are accurate, current, and easy to retrieve.
5) Operational Coordination
- Coordinate with other administrative staff to keep processes smooth across teams.
- Identify bottlenecks and propose improvements to scheduling, communications, or filing workflows.
6) Tools & Systems Effectiveness
- Use Microsoft 365 and core company tools proficiently; create templates to standardize work (emails, agendas, minutes, trackers).
7) Professionalism, Confidentiality & Reliability
- Communicate clearly and respectfully at all levels; safeguard sensitive information.
Competencies (How success is achieved)
- Organization & Prioritization – Juggles multiple calendars, tasks, and deadlines.
- Proactive Ownership – Anticipates needs, follows through, and closes loops.
- Communication – Clear, concise, and professional-written and verbal.
- Attention to Detail – Accurate scheduling, documentation, and data entry.
- Problem Solving – Resourceful and calm in resolving conflicts and logistics issues.
- Tech Fluency – Strong with Microsoft Office/365 and common productivity tools.
- Service Mindset – Friendly, responsive, and client-focused.
- Collaboration – Works seamlessly with leaders, teams, and other admin staff.
- Discretion & Integrity – Handles confidential information appropriately.
- Adaptability – Stays steady and effective as priorities shift.
Compensation & Benefits (Snapshot)
- Salary: DOE
- Company Lunch & Learn every Friday (free lunch)
- Rich health benefits: Medical, Dental, Vision
- Disability: Short-Term (STD) & Long-Term (LTD) - company covered
- Health Challenge: up to $200 reimbursed per month
- 401(k): company match
- PTO: Start with 12 days
- Sick Days: 5 days annually
Salary : $200
