Administrative Assistant

The Administrative Assistant provides key administrative, office, reception, and client-service support in a fast-paced professional services environment. This role supports the senior leadership team and staff with day-to-day operations, scheduling, meeting coordination, document preparation, administrative tasks, and office support. The Administrative Assistant may also serve as a first point of contact by answering phones, greeting visitors, hosting guests, and helping ensure clients, candidates, vendors, and employees receive a professional and welcoming experience.

 

Your Impact:

• Support the day-to-day operations of the senior leadership team and office staff.

• Answer phones, direct calls, take messages, and provide professional support to clients, vendors, employees, and other callers.

• Greet clients, visitors, candidates, vendors, and guests with professionalism and ensure they are welcomed, directed, and supported appropriately.

• Host visitors and support client meetings by coordinating meeting spaces, refreshments, room setup, guest needs, and overall visitor experience.

• Assist with setup and planning for client meetings, leadership meetings, team meetings, and firmwide events.

• Prepare meeting spaces, reserve conference rooms, coordinate conference call lines, and set up video conferences.

• Schedule and coordinate meetings, manage calendars, and assist with meeting logistics.

• Prepare meeting agendas, meeting minutes, letters, contracts, correspondence, and other communications.

• Assist with administrative tasks including word processing, data entry, filing, photocopying, scanning, document organization, internet research, and proofreading.

• Create, edit, and format documents, spreadsheets, presentations, and other materials using Microsoft Office and Adobe Acrobat.

• Log and prepare client sponsorship requests, check requests, and related administrative documentation.

• Organize, coordinate, and assist with activities related to proposals, presentations, and submittals.

• Serve as a liaison with consultants, clients, printers, suppliers, vendors, and other external partners.

• Maintain organized files, records, and office documentation.

• Assist with special projects and general office support as needed.

• Perform all other duties as assigned.

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Here's What You'll Need:

• 5+ years of administrative or professional office experience.

• Experience supporting senior leaders, leadership teams, or executives in a professional office environment.

• Experience answering phones, greeting visitors, supporting guests, scheduling meetings, and performing routine administrative tasks.

• Superior client focus and service mentality.

• Strong problem-solving and teamwork skills.

• Creativity, integrity, initiative, and sound judgment.

• Advanced computer skills in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

• Proficiency in Adobe Acrobat Professional.

• Strong organizational skills and excellent verbal and written communication skills.

• Strong attention to detail, including proofreading and document accuracy.

• Ability to prioritize multiple projects, manage interruptions, and adjust work based on changing needs and deadlines.

• Professional presence with the ability to interact effectively with senior leadership, clients, consultants, vendors, candidates, and employees.

Here's How You'll Stand Out:

• Experience supporting C-level executives or senior leadership teams.

• Previous experience in a professional services firm, such as architecture, engineering, consulting, or law.

• Experience serving as a front-facing representative for an office, including answering phones, greeting visitors, hosting guests, and supporting client meetings.

• Strong scheduling, calendar management, meeting coordination, and event support experience.

• Ability to anticipate needs, manage details, and keep office operations running smoothly.

• Bachelor’s degree.

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