The Administrative Assistant provides administrative and operational support to the team and office leadership while assisting with day-to-day clerical and coordination activities. This role serves as backup to the Executive Assistant, ensuring continuity of administrative support during absences or peak periods. The position is critical to maintaining an organized, professional, and confidential office environment.
Essential Job Responsibilities:
- Provides administrative assistance to JDHC staff as needed, assembles presentation decks, prepares agendas, and records action items for various meetings.
- Coordinate and support the planning and execution of events, meetings, and travel.
- Monitor and manage office supplies and kitchen inventory, including identifying and negotiating with Vendors.
- Maintain and update contact list and distribution list as requested by Executives.
- Answers, responds to, and/or appropriately directs telephone calls from staff, public, and outside vendors.
- Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
- Coordinates and monitors conference rooms for all meetings and conference calls.
- Manages mail and delivers correspondence/packages from the mailroom accordingly.
- Research flight options, hotel accommodations, and transportation services via rental car companies or private transportation services.
- Assist with Expense Report submission and approvals for Executives.
- Assist with basic invoice payment, W9 requests, and business expense reporting for department heads.
- Help coordinate training sessions, employee meetings, and firm events.
- Coordinate special projects assigned by JDHC Executives and/or the JDHC Executive Assistant.