Careers

Administrative Assistant II

Salary range:

$22.12-$27.65 per hour

Full-time, non-exempt

The Administrative Assistant II is responsible for providing advanced level administrative support along with performing clerical tasks that aid the daily business operations of the organization. This role involves working collaboratively with the Chief Executive Officer and Board of Directors, as well as supporting department leaders across various teams. The ideal candidate will exhibit strong organizational, communication, and interpersonal skills, maintaining a high standard of service with a focus on confidentiality and professionalism.

Supervisory Responsibilities

None

Duties and Responsibilities

• Works directly with the executive team and department leaders to manage and maintain complex calendars, schedule meetings, and coordinate travel arrangements.
• Provide comprehensive support to the Board of Directors by preparing and distributing board meeting materials, maintaining board records, and coordinating logistics for board meetings.
• Provide administrative support to department leaders across various teams, assisting with a wide range of tasks including document preparation, data management, coordinating meetings, and handling correspondence. Ensure that each department’s administrative needs are met promptly and efficiently, contributing to the overall success of departmental operations.
• Prepare and proofread reports, presentations, and correspondence with a high degree of accuracy and confidentiality.
• Coordinate company meetings, conferences, and events; including room reservations, scheduling, and preparation of agendas, meeting minutes, and materials.
• Organize and maintain filing systems, both electronic and physical corporate records, ensuring compliance with company policies, legal requirements and industry standards.
• Serve as a primary point of contact for the executive team and department leaders, handling correspondence and inquiries professionally.
• Assist with travel arrangements, including booking flights, hotels, and transportation, as well as preparing itineraries.
• Assist with managing inventory and ordering office supplies, when necessary
• Provide backup support for arranging the delivery of domestic and international packages.
• Exhibit strong organizational, communication, and interpersonal skills, maintaining a high standard of service with a focus on confidentiality and professionalism.
• Ensure proficient use of computer hardware, software, telecommunications, and office equipment, while effectively navigating multiple systems simultaneously.
• Willing to provide coverage and support to team members during absences or high-priority deadlines.

Education and Experience Requirements

• Associate or Bachelor’s degree preferred

Or

• 3+ years of experience in an administrative support role.

Required Skills and/or Qualifications

• Possess high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication, and ability to prioritize, frequently and quickly shift tasks and adapt to a rapidly changing environment.
• Attention to detail and ability to handle confidential information with discretion.
• Experience with coordination of travel and expense management.
• Complex meeting scheduling and calendar management – ability to efficiently manage high-priority meetings, ensuring seamless coordination, and resolution of scheduling conflicts.
• Ability to work independently and as part of a team, with a strong sense of initiative.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times