Administrative Assistant at Hired by Matrix

Pay Rate: 70,000.00-80,000.00 $/Year

• Direct Hire
• On-site

• Able to exercise discretion and confidentiality in handling sensitive information and interactions with high-level executives.
• Willing to take direction from the Lead Executive Assistant, but work autonomously as needed. 

• Excellent organizational skills and attention to detail.
• Maintain accountability and accept responsibility; proven follow-through skills.
• Able to multitask and prioritize effectively in a fast-paced setting.
• Dependable and able to perform well under pressure.
• Proactive and willing to step beyond the defined role to assist where needed. 

• Minimum of 2 years of experience in an administrative role, ideally in a corporate office environment.
• Proficient in Word, Excel, Outlook and Teams, Workday and Concur.
• Available after hours and weekends to support the C-suite Executive Administrative team, as needed. 

• Maintain and update the C-Suite Executive team calendar.
• Coordinate logistics for calls, meetings, and events.
• Coordinate with the Lead Executive Assistant to ensure C-Suite Executive receives daily/weekly schedule, requests and reminders list, and reminders before each call or meeting.
• Arrange travel for C-Suite Executive, including reserving hotels, ground transportation and dining reservations.
• Prepare trip itineraries and directions - Ensure necessary materials and supplies are organized.
• Answer phones and provide detailed messages to the C-Suite Executive.
• Maintain and update documents, contacts, electronic files, and various record-keeping spreadsheets, prepare expense reports.
• Assist with miscellaneous projects, requests, research, and tracking/reporting needs.
• Serve as the primary liaison and the main point of contact for the C-Suite Executive Administration team and C-Suite Executives’ guests, facilitating seamless coordination of daily activities.
• Oversee daily C-Suite Executive administration team operations, ensuring the C-Suite Executive office and meeting rooms are well organized, clean, and supplies are fully stocked.
• Organize internal lunches/catering for the Executive Administration team and maintain a resource binder with detailed lunch menu options.
• Manage and inventory office supplies for the Executive Administration team.
• Manage office equipment / IT needs for the Executive Administration team.
• Provide back up support to Executive Administrative team members - this will include occasional evenings, weekends and holidays.