Operations Administrative Assistant - OrderID: 5138

Position Overview

Our client is seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive support to senior executives. The ideal candidate brings 4–6 years of relevant experience, excels at managing complex calendars, office administration and thrives in a fast-paced, dynamic office environment.

• Schedule: 4 days per week on site (with possibility of 5 in the future)
• Standard hours: 8:00 a.m. – 5:00 p.m.

Key Responsibilities

· Provide high-level administrative support to senior executives, anticipating needs and managing competing priorities

· Manage and maintain complex executive calendars, including scheduling meetings, resolving conflicts, and coordinating across time zones

· Coordinate and schedule projects, and follow-ups to keep initiatives on track

· Order catering and manage setup and cleanup for client and internal events held in the office

· Assist with coordinating in-office events and company-wide gatherings (e.g., quarterly happy hours, Lunch & Learn catering)

· Arrange travel logistics, including flights, accommodations, and detailed itineraries

· Edit and format documents or presentations

· Organize and coordinate meetings, including agendas, materials, and follow-up action items

· Handle confidential information with discretion and professionalism

· Serve as a liaison between executives and internal/external stakeholders

Office Management

· Manage office supply inventory, placing orders and maintaining stock of equipment and materials

· Maintain organized shared office resources

· Greet and assist visitors, manage incoming mail and deliveries

· Help onboard new employees by preparing workstations, supplies, and access credentials

· Monitor and help manage office-related budgets and expenses

Qualifications

• 4–6 years of administrative experience, with a proven track record supporting senior executives
• Demonstrated experience in office administration
• Strong calendar management skills, including handling complex and shifting schedules
• Experience scheduling and coordinating projects
• Exceptional organizational skills and meticulous attention to detail
• Excellent written and verbal communication skills
• Proficiency with office productivity tools (e.g., Microsoft Office Suite, Zoom, MS Teams)
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment
• High degree of professionalism, discretion, and reliability

Preferred Qualifications

• Bachelor’s degree
• Experience in a corporate or executive-level office setting

Company Overview:

This job is presented to you by TemPositions Office, a division of the TemPositions Group of Companies. Enjoy exceptional compensation, benefits, and a wealth of opportunities in all office related positions. To learn more about employment opportunities, visit our website at www.tempositions.com.

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. We strictly prohibit and do not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex, sexual orientation, gender (including gender identity and expression), marital or familial status, age, physical or mental disability, perceived disability, citizenship status, service in the uniformed services, genetic information, height, weight, or any other characteristic protected under applicable federal, state, or local law. Applications from members of minority groups and women are encouraged.

Benefits

We offer eligible employees competitive pay and access to a range of benefits and support programs, including medical, dental, vision, prescription coverage, short-term disability, 401(k), employee assistance, childcare assistance, discounts, paid holidays, and longevity bonuses. Benefits are based on assignment type, schedule, length of employment, and plan eligibility requirements.