Part-Time Administrative Assistant

The Administrative Assistant provides high-level administrative and organizational support to the Vice President of Business Affairs and the Business Affairs Manager. This role is integral to ensuring the efficiency and success of the Business Affairs team. The Administrative Assistant thrives in a fast-paced, entrepreneurial environment that is mission-driven, results-oriented, and community-focused. The ideal candidate is resourceful, detail-oriented, and highly organized, with strong communication skills and the ability to exercise sound judgment while managing multiple priorities. The Administrative Assistant works both independently and collaboratively with the Business Affairs Manager and VP, supporting projects from conception to completion. This role requires discretion, adaptability, and professionalism when handling confidential matters and sensitive business relationships.

Responsibilities

• Provide daily administrative support to the VP of Business Affairs and Business Affairs Manager.
• Take detailed meeting notes, prepare minutes, and distribute follow-up action items to executives and staff.
• Manage complex calendars, including scheduling meetings, prioritizing competing requests, and ensuring timely reminders.
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, itineraries, and event logistics as needed.
• Greet and assist visitors, clients, and VIPs with professionalism and hospitality, whether in person or via phone/email.
• Prepare, review, and edit correspondence, contracts, presentations, and reports for accuracy and clarity.
• Maintain accurate and up-to-date records, files, and databases.
• Track and submit expense reports, receipts, and reimbursement requests through Nexonia (or other systems as needed).
• Conduct research, compile information, and draft reports or briefing materials as requested.
• Assist with organizing meetings, including scheduling, sending reminders, and organizing coffees and lunches when necessary.
• Collaborate with other executive assistants and administrative staff to ensure seamless communication and support across the organization.
• Assist with departmental needs related to legal, operations, and facilities management.
• Support cross-departmental initiatives and special projects as assigned.
• Anticipate needs of the VP and Business Affairs Manager and proactively offer solutions.

• 2–4 years of administrative or executive assistant experience, preferably supporting senior leadership.
• Proven track record of managing multiple priorities in a dynamic, fast-paced environment.
• Exceptional organizational, time management, and problem-solving skills.
• Excellent written and verbal communication skills with a professional demeanor.
• Strong attention to detail and accuracy.
• Ability to handle confidential information with discretion and integrity.
• Flexibility to occasionally adjust work schedule to meet business needs (events, travel, deadlines).
• Strong proficiency with Google Workspace (Docs, Sheets, Slides, Drive, Calendar) and other productivity tools.
• Demonstrates a proactive mindset by anticipating needs and taking initiative.
• Thrives in a quickly changing environment and adapts effectively to new situations.
• Collaborates effectively across departments and with staff at all levels.
• Represents the Business Affairs team with professionalism, poise, and discretion.
• Consistently delivers high-quality work on time, demonstrating reliability.

• Generous Paid Holiday Schedule