Administrative Assistant/Coordinator

2 weeks ago


Columbus, United States Smith Commerce Full time

Administrative Assistant/Coordinator

We are seeking a highly organized, proactive, and adaptable Executive Assistant to support members of our Executive Leadership Team (ELT). The ideal candidate will possess exceptional multitasking skills, maintain strict confidentiality, and have a proven ability to manage a high volume of administrative tasks with precision and professionalism. This role will serve as a key partner to the executives by helping streamline their day-to-day operations and providing seamless administrative support.

Key Responsibilities:

Calendar & Travel Management

  • Coordinate complex schedules, manage calendars, and organize meetings, appointments, and events for senior executives.
  • Plan and book domestic and international travel, including accommodations, itineraries, and logistics.
Meeting & Process Administrator
  • Prepare and distribute agendas, presentations, reports, and other documents for meetings. Take meeting minutes, track action items, and ensure timely follow-ups.
  • Ensure department meetings are coordinated, assist with agendas and task administration
  • Facilitate quarterly goal coordination with departments
  • Ensure performance assessments are completed & documented by managers
Presentation Coordination
  • Prepare companywide presentation for quarterly meetings
  • Prepare presentations for Board meetings and ad-hoc meetings
Events Coordination
  • Assist in organizing team events, offsites, and company-wide gatherings as required.
  • Plan and coordinate annual holiday events
  • Chair of the fun committee, manage membership of the committee, meetings, budget and activities
  • Plan employee events and office gatherings as needed
Project Management
  • Assist with special projects and initiatives, ensuring deadlines are met and deliverables are completed accurately.
Qualifications:
  • Bachelor's degree or equivalent work experience preferred.
  • 5+ years of experience as an Executive Assistant supporting C-suite executives or senior leadership.
  • Exceptional organizational skills, with the ability to manage multiple priorities and work under pressure.
  • Strong attention to detail, accuracy, and ability to meet deadlines.
  • Excellent written and verbal communication skills.
  • High level of discretion and confidentiality in handling sensitive information.
  • Proficiency with office software, including Microsoft Office Suite including Teams, Planner, Word, Excel, PowerPoint, Outlook.
  • Ability to work independently as well as collaboratively in a fast-paced environment.
  • Strong interpersonal skills with the ability to build relationships at all levels.
  • Experience in managing travel arrangements and complex calendars.
  • Ability to anticipate needs and act proactively.
  • Experience working in a fast-paced, dynamic industry.


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