The Opportunity:
The Administrative Department Assistant provides comprehensive administrative, operational, and office management support to four Directors within a hybrid work environment. This role plays a key part in supporting leadership effectiveness, coordinating meetings and events, and fostering a positive, well-organized office experience for employees. The ideal candidate is highly organized, proactive, and comfortable balancing executive support with broader office and event-related responsibilities.
What Your Impact Will Be:
Leadership & Director Support
- Provide day-to-day administrative support to four Directors, including calendar coordination, meeting organization, and travel arrangements
- Coordinate leadership team calendars and serve as a central point of contact for scheduling executive and leadership meetings
- Organize and manage executive meetings, leadership reviews, and all-hands meetings, including agendas, materials, decks, and communications
- Prepare, submit, and track expense reports and related administrative documentation
- Act as a key liaison with Executive Assistants and administrative partners across the organization
Office Management & Employee Experience
- Support overall office operations in a hybrid environment to ensure a welcoming, functional, and well-maintained workspace
- Coordinate vendors and services related to office needs, including food and snacks, coffee, water, and supplies
- Contribute to a well-designed and functional office environment by supporting furniture procurement and the coordination of visuals and d茅cor.
- Maintain stationery inventory and oversee purchasing as needed
- Support employee engagement and well-being through coordination of in-office activities and initiatives
Events & Internal Coordination
- Support planning and logistics for internal events such as leadership meetings, team events, offsites, philanthropy initiatives, and corporate events
- Coordinate logistics including venue selection, hotel bookings, catering, rentals, materials, and meeting invitations
- Assist with travel coordination and booking support for leaders and teams
Collaboration, Communication & Special Initiatives
- Serve as a knowledgeable and approachable resource within the office for operational and administrative questions
- Participate in internal committees or initiatives related to workplace culture, compliance, or employee engagement, as appropriate
- Support special projects and cross-functional initiatives as needed