Infrastructure Assistant

Position SummaryThe Infrastructure Administrative Assistant serves as the operational engine of the Infrastructure team, providing comprehensive administrative support to the Infrastructure Director and the broader infrastructure function. This position is primarily an in-office role focused on keeping the team organized, well-resourced, and moving forward. The Infrastructure Administrative Assistant is responsible for calendar management, data tracking, invoice processing, project documentation, and administrative coordination across all areas of infrastructure.Essential Duties And ResponsibilitiesThe Infrastructure Administrative Assistant is required to perform a range of duties including, but not limited to:General Administrative SupportSend team correspondence and communications on behalf of the Infrastructure Director, as requestedCoordinate team meetings, retreats, and events as needed, including logistics, catering, and follow-upManage general filing, document organization, and archiving for the infrastructure departmentMaintain strict confidentiality at all times regarding organizational, financial, and personnel mattersPerform other administrative tasks as assigned to support team effectivenessCalendar & Scheduling AdministrationManage the Infrastructure Director’s work calendar, including scheduling meetings, appointments, and blocking time for strategic prioritiesMonitor and manage incoming scheduling requests on behalf of the Infrastructure DirectorCoordinate and maintain the broader Infrastructure calendar, working alongside the Infrastructure Director to ensure visibility across all projects and commitments.Create meeting agendas and pre-meeting briefs as requestedAnticipate and prepare for meeting needs: room set-up, materials, A/V, catering, etc.Data Tracking & ReportingSupport the team regarding all infrastructure-related data tracking systems, including but not limited to:Vendor contract and account records, including tracking expiration and renewal dates to ensure nothing lapsesBuilding permit status tracking — monitoring progress and deadlines across active permits, working alongside the team members responsible for retrieval and submissionBuilding compliance and inspection documentation tracking (certificates of occupancy, fire safety, HVAC maintenance logs, etc.) — maintaining the tracking system and surfacing upcoming due dates, not owning the retrieval of underlying documentationCertificate of Insurance (COI) tracking for all vendors and contractorsVehicle fleet records, including registration and insurance documentationAs directed by the Infrastructure Director, compile project status updates, tracking progress against timelines and budgets Maintain organized records of all expansion project documentation, research, and communicationsInvoice & Financial AdministrationProcess and input all facility and infrastructure-related invoices in a timely and accurate mannerTrack submitted invoices against approved budgets and flag any variances to the Infrastructure DirectorSubmit check requests on behalf of the Infrastructure Director as neededAssist in preparing budget reports and expenditure summaries for leadership reviewSupport the annual budget process by organizing historical spend data and tracking forecasted expensesExpansion Project SupportCoordinating logistics for new building acquisition activities: scheduling tours, compiling research packets on potential locations, and organizing relevant documentationTracking timelines, open items, and next steps across multiple active expansion projectsMaintaining a running record of vendor quotes and bids for proposed projectsTaking and distributing meeting minutes for all expansion project meetingsServing as the communication hub between the Infrastructure Director and external parties (realtors, attorneys, contractors) during active projects, as directedAssisting with the coordination of large remodel or new build initiatives by managing the administrative workflow behind the projectSafety, Security & Facilities Administrative SupportProvide administrative support to the Safety and Security Specialist and Facilities Manager, as capacity allows and approved by Infrastructure Director.Assist with communication, policy documentation, distribution, and compliance tracking as assignedMaintain accurate records related to incident reporting, insurance claims, and compliance measuresQualificationsHighly organized with strong attention to detailDemonstrated ability to manage multiple priorities simultaneously in a fast-paced environmentStrong written and verbal communication skillsProficient in G-Suite (Google Calendar, Docs, Sheets, Drive) and/or Microsoft OfficeAbility to maintain strict confidentiality at all timesProactive self-starter who takes initiative and anticipates needsComfortable working with data entry and tracking systemsTeam-oriented with a collaborative spirit and a service mindsetAbility to relate to and communicate with individuals at all levels of the organizationEducationAny combination of education and training which demonstrates the ability to perform the duties and responsibilities as described. A degree or certification in Business Administration, Operations, or a related field is preferred but not required.ExperienceA successful candidate should have 2–4 years of related administrative or operations support experience. Preference given to individuals with experience in facilities, construction, real estate, or operations environments.