Administrative Assistant

Scale Army

Role Overview

The Admin Assistant will support daily administrative operations, including email organization, calendar management, meeting scheduling, and report preparation. The role is essential to ensuring smooth day-to-day activities, maintaining organization, and enabling team members to remain focused and efficient.

Key Responsibilities

Email Management

• Review, tag, and organize the inbox each morning.

• Ensure new emails are labeled and organized appropriately.

• Flag urgent messages and highlight items requiring follow-up.

Calendar & Scheduling Management

• Monitor the calendar to resolve scheduling conflicts.

• Identify overlapping or conflicting meetings and adjust as needed.

• Schedule and coordinate meetings with internal and external stakeholders.

• Send invites, share agendas, and update events when changes occur.

Team Support

• Provide support via Slack by responding to inquiries promptly.

• Redirect issues to the appropriate person and follow up to ensure resolution.

Reporting

• Prepare and send monthly email reports summarizing key information and metrics.

• Ensure reports are clear, concise, and delivered within agreed timelines.

Administrative Coordination

• Support general office tasks such as data entry, document management, and file organization.

• Proactively manage administrative tasks to enhance team workflow and productivity.

Qualifications

Experience

• 1+ years of experience in an administrative or assistant role.

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Calendar).

• Familiarity with Slack.

Skills

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication skills.

• Effective time management and problem-solving abilities.

• Ability to multitask, work independently, and manage shifting priorities.

• Strong interpersonal skills and ability to collaborate across departments.

• Highly proactive, detail-oriented, and reliable.

What Success Looks Like

• Efficient email and calendar management, ensuring timely communication and conflict-free scheduling.

• Smooth meeting scheduling with accurate event coordination.

• Prompt and effective Slack communication and follow-through.

• Accurate, timely preparation and distribution of monthly reports.