Administrative Assistant

Key Responsibilities

Provide administrative support to leadership and team members across multiple companies or divisions. Manage calendars, schedule meetings, and coordinate appointments for executives or department managers. Handle incoming calls, emails, and correspondence and direct them to the appropriate personnel or company. Prepare and edit documents, reports, presentations, and correspondence.

Maintain organized filing systems (physical and digital) for records across different companies. Assist with bookkeeping tasks such as invoicing, expense tracking, and document preparation for accounting teams. Coordinate travel arrangements, meeting logistics, and company events. Track office supplies and place orders as needed.

Maintain confidentiality when handling sensitive company information. Support onboarding processes and maintain employee records when needed. Assist with intercompany coordination and communication. Perform general office duties such as data entry, scanning, copying, and document management.

Qualifications

High school diploma or equivalent required; associate’s or bachelor’s degree preferred. Proven experience as an administrative assistant, office assistant, or similar role. Strong organizational and time management skills with the ability to prioritize tasks across multiple businesses. Excellent written and verbal communication skills.

Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and common office software. Ability to handle confidential information with discretion. Strong attention to detail and problem-solving skills. Ability to work independently and manage multiple deadlines.

Preferred Skills

Experience supporting multiple companies, executives, or departments. Familiarity with bookkeeping or accounting software (e.g., QuickBooks). Experience with project management or CRM systems.