Administrative Assistant

JOB SUMMARY:

The Administrative Assistant provides high-level administrative and clerical support to operations and engineering departments. This position manages schedules, coordinates meetings, handles correspondence, and ensures efficient communication across departments. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to multitask in a fast-paced, confidential environment.

• Works by our core values:
  • Be eager to learn.
  • Deliver above and beyond.
  • Be a team player.
  • Focus on solutions.
  • Embrace change.
• Gets it, wants it and has capacity to do it.

ESSENTIAL FUNCTIONS:

• Manage complex calendars, including scheduling meetings, appointments, and travel arrangements
• Coordinate logistics for internal and external meetings, including room setup, catering, and materials preparation.
• Prepare and edits correspondence, reports, presentations, and other confidential documents
• Serve as a liaison between executives, department heads, and internal/external stakeholders.
• Handle confidential information with integrity, judgment, and discretion.
• Screen, prioritize, and route incoming calls, emails, and other communications.
• Act as the primary point of contact for departments seeking support from the VP of Engineering and Operations Manager.
• Track and prioritize tasks, deadlines, and deliverables on behalf of leadership.
• Maintain organized electronic and physical filing systems and databases.
• Prepare and reconcile expense reports.
• Assist with special projects, process improvements, and administrative initiatives as assigned.
• Coordinate and support customer and vendor visits, ensuring a professional and positive experience.
• Maintain a clean, safe, and organized work environment that promotes efficiency and safety.

JOB QUALIFICATIONS:

1. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with collaboration tools (e.g., Teams) a plus
2. Strong written and verbal communication skills
3. Exceptional organizational and time-management abilities
4. High level of professionalism and discretion
5. Ability to work independently and adapt to changing priorities
6. Familiarity with travel booking platforms and expense management systems
7. Strong attention to detail and accuracy.
8. Ability to work independently and as part of a team.
9. Strong communication and interpersonal skills.
10. Ability to sit for extended periods and perform data entry tasks.
11. Occasionally it is required to lift and move office supplies and equipment up to 25 pounds.
12. Occasional requirement to travel