Administrative Assistant

Administrative AssistantThe Administrative Assistant plays a pivotal role in supporting the operational and administrative functions of the Baltimore headquarters. This individual will perform a wide range of responsibilities requiring a high level of initiative, diligence, accuracy, discretion, and confidentiality. Reporting to the HR Generalist & Operations Manager, the Administrative Assistant ensures seamless daily operations while serving as a key resource to executives, internal teams, and external contacts. This position is ideal for a highly organized, proactive individual who thrives in a fast-paced environment, demonstrates strong judgment, and takes ownership of ensuring everything operates efficiently and professionally. Office & Operations SupportServe as the primary point of contact for employees, executives, and visitors; show care and hospitality in all interactions; be visible and easily accessible throughout the workday; communicate announcements clearly and professionally across company Slack channels. Maintain a safe, clean, and organized office environment; proactively bring up operational issues that need to be addressed. Develop and maintain positive relationships with vendors, including but not limited to catering, facilities, housekeeping, maintenance, and parking. Manage conference rooms, wellness rooms, and technology setups for meetings, ensuring logistics run smoothly and punctually. Maintain inventory of office supplies and snack bar with a cost-conscious and organized approach. Manage building access and parking systems, ensuring accurate tracking, billing, and records maintenance. Maintain first responder records, set up CPR/First Aid Recertifications, and act as the primary point of contact for emergencies within the office. Administrative SupportProvide high-level administrative support, including preparing confidential documents, presentations, and reports. Process incoming/outgoing mail and packages; oversee FedEx shipments with delivery tracking; monitor general inboxes and disseminate messages appropriately. Process expense reports accurately and on time and ensure compliance with company policies; manage company credit card reconciliations accurately and on time; stay aware of general allocations and work with the management team to ensure costs are accurately applied to the applicable business units. Coordinate and/or approve domestic and international travel arrangements; maintain accurate records in TravelPerks and other systems. Support scheduling, calendar management, and meeting coordination for executives and staff as needed. Manage shared company subscriptions, process billing and general inquiries, and process new subscriptions upon request. Manage special projects and cross-functional assignments with discretion and attention to detail. Identify opportunities to improve administrative systems, workflows, and policies to enhance efficiency. Events & EngagementPlanning and supporting office events, celebrations, and employee engagement activities to ensure a positive employee experience. Partner with HR and leadership to support internal communications, onboarding, and cultural initiatives. Maintain an accurate onsite inventory of company swag. Qualifications3+ years of administrative or office management experience; experience supporting senior executives strongly preferred. Proven ability to maintain strict confidentiality and handle sensitive information with discretion. Exceptional organizational skills and ability to manage multiple priorities in a fast-paced environment. Strong written and verbal communication skills, with the ability to interact effectively across all levels of the organization. Advanced knowledge of Microsoft Office Suite (Excel, Word, PowerPoint, Outlook); familiarity with expense and travel systems preferred. Strong customer service orientation with a high degree of resourcefulness and problem-solving ability. Ability to anticipate needs, work independently, and take initiative to resolve challenges. Professional presence, polished communication style, and ability to represent the company positively with all stakeholders. Ability to work in the office full-time (5 days/week) and occasionally support after-hours needs for events or urgent matters. Ability to lift 10+ pounds and perform physical tasks related to office setup when needed. Salary for this role starts at $62,500. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.