Administrative Assistant

This position is responsible for partnering with the leaders of the respective team/s to provide administrative and operations support. This person is a key component in assisting with the coordination and management of information, ensuring communications with internal and external partners, and serving as a resource to ensure timeliness and efficiency in planning and task management.

Coordinating meetings, conference calls, web presentations, and travel schedules while resolving scheduling and logistical conflicts

Gathering receipts to prepare accurate expense reports and reconcile month-end Sound credit card expenditures on a weekly basis

Facilitating clear, brief, and productive internal and external communication and correspondence, ensuring “asks” are clearly stated and appropriate stakeholders are brought into conversations

Managing calendars for leaders, ensuring enough time is allocated in between events as well as predicting additional work necessary and reaching out to leaders with suggestions

Arranging travel (airfare, hotel, ground transportation, etc.) exclusively through World Travel, Sound’s sole travel provider

Preparing and revising PowerPoint presentations, word documents (i.e. meeting agendas, contract revisions, itineraries, etc.), mail merges, and excel spreadsheets as requested

Managing database/s of contacts (often in Outlook) for leader/s, ensuring the contacts are detailed, current and it is clear when each contact was last updated

Assisting with facilitating communication between team members, seeking to fill communication gaps to ensure team members are on the same page, working toward the same goal/s

Attending calls/meetings to take minutes as requested

Assisting Sound with administrative projects affecting your team and role, such as IT audits, Staples feedback, administrative responsibility assessments, etc.

Vetting information received around administrative changes at Sound (i.e. policy revisions, process changes, leadership changes, other team practices which may be beneficial, etc.) through the leadership, prior to communicating the information back to your team

Providing event support through researching vendor costs, negotiating rates, arranging facilities as well as catering and assisting with materials for events (i.e. printing, name tags, gift bags, shipping, etc.)

Researching and gathering event cost estimates as well as estimates for charitable contributions, to gain the budget owners approval, and then, submit upcoming expenditures centrally for pre-authorization prior to incurring costs or submitting pledge contributions

Acting as the first point-of-contact for IT issues, facilitating initial troubleshooting and escalating to IT only once preliminary troubleshooting has been executed

General office work (faxing, scanning, mailings, hosting guests, document filing, data entry, order supplies & complete forms)

Cross-train with other administrative support colleagues on the team to ensure the majority of the administrative support needs can be met when fellow administrative support colleagues are out of the office

Assisting with arranging new colleague onboardings as requested

Completing additional special projects as assigned

A successful candidate will have a demonstrated track record of a combination of these values, knowledge, and experience:

Communication: The ability to speak, write, and listen clearly and consistently

Relationship Building and Maintenance: The ability to create and nourish healthy, strong relationships, as the face of Sound

Emotional Intelligence – The ability to identify and manage one’s own emotions, as well as the emotions of others, using this information to guide one’s thinking and actions

Adaptability – Demonstrates flexibility and a willingness to change as circumstances evolve and be coachable

Resourceful – Proactive willingness to utilize available information and tools to figure things out, not afraid to ask questions when necessary

Commitment – Demonstrates a dedication to the job, project, organization, customer/clients, and co-workers Teamwork: Demonstrates the ability to pull people together into highly effective teams along with ability to work in a highly matrixed organization

Critical Thinking: Demonstrates the ability to be proactive, anticipate needs; ability to make good decisions with incomplete, ambiguous information

Motivated: Demonstrates the ability to succeed and get things done at a high level of achievement

High School degree or GED or equivalent experience

Proficient in Microsoft Office Suite, including intermediate Word, Excel, PowerPoint and Outlook

Experience leveraging AI tools to improve efficiency, including calendar scheduling, meeting coordination, and administrative workflows preferred

Ability to perform basic IT troubleshooting without supervision

Excellent general office skills: computers, fax machines, printers, copiers, conference call set-up, scanners, mobile phone/email devices, organization skills, acting as a host for guests, etc .

2 years general business administration experience in a fast-paced, professional setting