Administrative Assistant - Maternity Coverage

Administrative Assistant

Location: Wyoming
Position Type: Full-Time (Temporary coverage during maternity leave with potential for ongoing support)
Reports To: Operations Director - US

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support ongoing projects and daily office operations at our Wyoming location. This role will serve as a key support function across operations, finance coordination, and general administration, including temporary coverage during a maternity leave period. The ideal candidate is proactive, professional, and comfortable working across departments.

Key Responsibilities

Administrative & Office Support

• Coordinate calendars by scheduling meetings, managing conflicts, and supporting leadership time management.
• Prepare and format documents including letters, reports, presentations, and internal communications.
• Maintain organized digital and physical filing systems for timely information retrieval.
• Manage office supply inventory, place orders, and coordinate with vendors.
• Perform receptionist duties including greeting visitors, answering phones, and managing front desk flow.
• Manage shared inboxes, flag priorities, draft routine responses, and support communication flow.
• Distribute internal memos, announcements, and company-wide updates.
• Provide meeting support by preparing agendas, recording minutes, and tracking action items.
• Act as a liaison between departments, vendors, clients, and leadership.

Finance & Accounting Support (Non-Finance Ownership)

• Assist with invoicing by submitting field tickets to Accounts Receivable and supporting follow-up inquiries as needed.
• Prepare, track, and supervise processed and finalized purchase orders.
• Assist Accounts Payable with adding new vendors to the system.
• Help reconcile vendor statements and liaise with Accounts Payable to resolve discrepancies.
• Support expense tracking by collecting receipts and preparing reimbursement documentation.
• Coordinate promptly with Payroll regarding new hire information and required documentation.

HR & Onboarding Support

• Assist with onboarding by preparing new hire packets, scheduling orientations, and coordinating workstation setup.
• Support HR coordination by maintaining employee files and assisting with administrative HR initiatives.
• Help track attendance and ensure required employee documentation is properly filed.

Project & Process Support

• Assist with project coordination by tracking deadlines, organizing materials, and supporting project managers.
• Help maintain workflows, checklists, and standard operating procedures.
• Support compliance-related tasks such as maintaining certifications and audit documentation.
• Assist with organizing internal events, training sessions, and company meetings.

General Expectations

• Prioritize tasks effectively in a fast-paced environment.
• Handle confidential and sensitive information with a high level of discretion.
• Coordinate travel arrangements including flights, hotels, and itineraries when required.
• Anticipate administrative needs and proactively resolve issues before escalation.

Qualifications

• Previous experience in an administrative support role; experience in operations or finance-support environments is an asset.
• Strong organizational, communication, and time-management skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• High attention to detail and accuracy.
• Ability to work independently and collaboratively across departments.