Overview

This role supports a fast-paced, client-facing team by handling a range of operational and administrative tasks that keep day-to-day activities running smoothly. The position partners closely with senior administrative staff and provides hands-on support across scheduling, documentation, meetings, and internal initiatives.

This opportunity is primarily onsite, with limited flexibility for remote work (approximately one day per week).

Core Responsibilities

Administrative & Team Support

• Process and submit time entries and reimbursement requests
• Assist with coordinating workspace usage and internal resource bookings
• Provide backup assistance for calendar management and travel logistics
• Support general administrative workflows to ensure accuracy and timeliness

Meeting & Office Coordination

• Arrange meeting spaces and required resources
• Prepare and organize printed or digital materials for meetings
• Conduct basic technology readiness checks prior to meetings
• Coordinate refreshments and assist with room setup and reset

Project & Document Support

• Assist with preparation and formatting of client-facing materials
• Complete required administrative components of internal documents for review
• Coordinate packaging, shipping, and delivery tracking for time-sensitive materials

Events & Internal Initiatives

• Help organize internal meetings, team events, and external engagements
• Support logistics for conferences or offsite activities
• Track vendor invoices and assist with reconciliation activities

Communication & Coordination

• Maintain regular alignment with team leads on priorities and deadlines
• Provide updates on task progress through established check-ins
• Interact professionally with both internal team members and external contacts
• Handle sensitive information with a high level of discretion

Qualifications & Skills

• Proficiency in common business tools (calendar management, spreadsheets, presentations, and shared document platforms)
• Familiarity with timekeeping and expense tools; ability to follow internal guidelines and policies
• Experience coordinating travel and managing vendor interactions
• Comfortable supporting both in-person and virtual meetings (basic AV knowledge preferred)
• Strong written and verbal communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple priorities and meet deadlines in a dynamic environment
• Professional judgment and discretion when handling confidential information

Background & Experience

• Bachelor’s degree or equivalent experience preferred
• 2+ years in an administrative, coordination, or operations support role
• Experience supporting meetings, travel, expenses, and vendor coordination
• Background in a professional services or corporate environment is a plus

Additional Notes

This description reflects the general scope of the role and may evolve based on team needs and business priorities.