Job Summary:

The Administrative Assistant provides high-level administrative support to the leadership team. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced, professional environment. The ideal candidate is proactive, efficient, and capable of handling sensitive information with integrity.

Responsibilities: 

• Assist with scheduling meetings, appointments, and travel arrangements for employees and executive leadership as needed.
 • Prepare and edit correspondence, reports, presentations, meeting minutes, and operational documentation as needed.
 • Answer and respond to phone calls or inquiries directed to the STAQ front desk support.
 • Coordinate internal and external meetings, events, and special projects across departments.
 • Maintain organization and tracking of key deliverables, deadlines, project documentation, and department initiatives.
 • Serve as a point of contact between leadership and internal/external stakeholders including vendors and suppliers.
 • Organize and maintain files, records, operational documentation, and office systems for optimal efficiency.
 • Facilitate note taking and documentation for company or departmental meetings and assist with tracking follow-up action items.
 • Assist with follow-ups, communications, and coordination of action items from meetings and cross-department initiatives.
 • Support coordination of departmental initiatives, employee engagement events, leadership communications, and company meetings.
 • Maintain confidentiality of highly sensitive information and support a culture of trust and professionalism.
 • Assist with coordination and documentation related to operational processes, audits, or internal reviews as requested by executive leadership.
• Coordinate communication and follow-up with vendors and suppliers regarding onboarding documentation, invoicing, and operational needs.
 • Support vendor onboarding and transition of suppliers through coordination with the finance department.
 • Assist with accounting and finance related administrative processes including invoice documentation, accounts payable coordination, payment run preparation, and accounts receivable tracking as directed.
 • Assist with documentation and coordination related to regulatory or operational registrations as requested (e.g., licensing or DEA documentation support).
 • Greet and assist guests at the front desk, serving as the first point of contact for visitors and deliveries.
 • Order meals, snacks, and beverages for executive meetings, employee events, and company functions.
 • Order office supplies and non-production related items while maintaining an accurate par and inventory level.
 • Assist with receiving deliveries and coordinating distribution of non-inventory materials or supplies to appropriate departments.
 • Assist in managing badge access coordination for employees and visitors.
 • Support office coordination including visitor check-in/check-out and general facility administrative tasks.
 • Support and deliver on all other assigned tasks as needed to support executive leadership and operational initiatives.
 

Required Skills/Abilities:

Physical Requirements: 

Prolonged periods of sitting at a desk and working on a computer.