Job Description

To assist in the effective operation of the company and in achieving the Strategic Objective through implementing administrative services systems that support and optimize the manager’s ability to manage time and resources to achieve optimum results.

Responsibilities

1. Provide high-level administrative and clerical support to the President and Managing Directors.
2. Make travel arrangements: visa, airfare, transportation, hotel, meals and entertainment with clients and others.
3. Maintain Manager’s calendar.
4. Process Manager’s expense reports.
5. Reconcile Manager’s personal credit card statements with expenses submitted.
6. Prepare and organize internal and external communications, including emails, reports, presentations, and other correspondence.
7. Serve as the primary point of contact between executives and internal/external stakeholders.
8. Answer phones and relay messages.
9. Archive correspondence in approved software and other locations as requested.
10. Document processes
11. Coordinate logistics for meetings (invites, room and equipment reservations, refreshments) , including preparing agendas, taking minutes, and following up on action items.
12. Plan retreats (company-wide and department) both local and out of state.
13. Plan Business Line and Advisory Board meetings in specified location.
14. Plan meetings both on-site and off-site.
15. Coordinate client (and others) visits to Arlington site (travel, lodging, meals, meetings, entertainment)
16. Update the First Rate department HUBS with items relating to the departments.
17. Coordinate gifts for clients and department team members
18. Run reports in installed software such as Service Desk, Nexonia, SuperOffice, NetSuite, Remote Desktop etc.
19. Create and maintain SOW projects in NetSuite to include creating invoicing milestones.
20. Maintain revenue recognition documents for Business Lines as required.
21. Create and maintain Business Lines checklist for SOW invoicing status.

Qualifications

1. 5+ years of administrative or executive assistant experience, preferably supporting senior leadership.
2. Advanced level proficiency in Microsoft Suites (Outlook, Word, Excel and PowerPoint).
3. Experience in corporate environments and managing multi-stakeholder coordination.
4. Prior experience with expense management, travel planning, and calendar coordination.
5. Excellent verbal and written communication skills
6. Strong attention to detail and accuracy in managing calendars, documents, and reports.
7. Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
8. Ability to multi-task in a fast-paced environment.
9. Strong problem-solving skills and proactive mindset.
10. Event or meeting planning experience is a plus (retreats, client events, cross-departmental meetings).
11. Experience coordinating travel and entertainment for executives or clients.

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