Job Summary
The Administrative Assistant provides essential support to the Executive Administrator, Leadership Team, and office staff by helping coordinate meetings, events, communications, surveys, and day-to-day operations. This role is perfect for someone highly organized, resourceful, and proactive, who enjoys variety in their work and takes pride in keeping things running smoothly. It also offers the opportunity to bring creativity to communications and surveys, making them more engaging and impactful.
Primary Responsibilities
- Support, organize, and coordinate the CEO's calendar by arranging meetings, resolving conflicts, and ensuring scheduling priorities are met
- Prepare agendas, meeting materials, PowerPoint presentations, and calendar invitations for Leadership and Management Committee meetings
- Assist with scheduling and preparing for meetings, including drafting agendas, printing/distributing materials, setting up meeting spaces, and providing follow-up support
- Provide event and logistics support, including ordering flowers, managing office lunches, coordinating catered events, and assisting with office holiday/engagement activities
- Support communications by drafting and sending announcements, preparing internal emails, and assisting with newsletter content
- Drive company surveys by creating, distributing, sending reminders, and tracking results—bringing new ideas to boost engagement and participation
- Run office errands as needed (e.g., post office, grocery store, florist, gift cards, general supplies)
- Assist with travel and registration arrangements upon request
- Support event preparation by creating name tags, flyers, catered lunches, and other materials
- Maintain organized records, files, and office supplies
- Serve as first point of contact for visitors, new employees, and customers, while supporting mail and deliveries, meetings, and daily office closing duties
- Fulfill prize and swag redemptions from employee engagement platform (Bonusly)
- Provide general administrative support, including document preparation, mail distribution, and handling ad-hoc requests from leadership
- Draft and distribute company announcements including promotions, GCO, office memos, milestone events, and general communications
Work Schedule: Full Time
- Office hours range from 8:00 am - 4:30 PM. Employees are required to be available and engaged in work-related activities during the core working hours
- May be required to attend events or meetings outside of normal work hours
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Requirements
Performance Requirements:
- Ability to support the mission, vision, and values of PJ Fitzpatrick and abide by applicable standards of conduct, policies, and procedures
- Ability to interact effectively with people from diverse backgrounds
- Ability to communicate effectively, verbally and in writing
- Ability to problem-solve issues
- Proficient in Microsoft Office Suite applications (i.e., Word, Excel, PowerPoint, Outlook specifically), and database uses
- Must be honest, dependable, and able to meet deadlines
- Must be organized and able to handle multiple tasks
- Self-motivated and able to work independently
Education:
- A high school diploma, GED, or HSED with some advance training or education in administrative functions required; an associate degree or higher and previous experience working in a fast-paced environment preferred
Experience:
- Two (2) or more years of experience in administrative roles required, customer service experience preferred
Benefits
Work Schedule: Full Time
- Office hours range from 8:00 am - 4:30 PM. Employees are required to be available and engaged in work-related activities during the core working hours
- May be required to attend events or meetings outside of normal work hours
