Administrative Assistant

Administrative Assistant

Location: Pembroke, NH / Concord, NH

Supervisor: President

Schedule: Full-time

Job Summary:

The Administrative Assistant will provide administrative assistance, executive assistant duties, coordinating travel arrangements, and additional tasks as requested.

Responsibilities:

• Greet and welcome clients, visitors, and staff with professionalism and courtesy.
• Effectively handle incoming calls, emails, and correspondence in a timely manner, including multi-factor notifications, with professionalism and efficiency. 
• Maintain cleanliness and organization of the front desk area and office spaces.
• Handle incoming and outgoing mail and deliveries, ensuring timely distribution.
• Provide comprehensive administrative support to the administrative team, offering coverage and assistance as needed.
• Perform tasks, including filing, data entry, and maintaining office supplies.
• Assist in preparing reports, presentations, and correspondence.
• Compile and generate regular reports for distribution to the team, ensuring accuracy and timely delivery to support informed decision-making.
• Establish, manage, and oversee compliance requirements with governmental agencies, such as the Department of Transportation and others, including database maintenance.
• Schedule appointments, meetings, and conference rooms, coordinating with relevant parties as needed.
• Arrange travel logistics for workers, including flights, accommodations, and ground transportation.
• Maintain accurate records of travel itineraries and expenses.
• Coordinate office maintenance and repairs with external service providers as required.
• Assist in data analysis and presentation preparation for meetings, such as reports and correspondence.
• Ensure timely communication of schedule changes and updates.
• Maintain a professional demeanor and positive attitude while representing the company to clients, regulatory agencies, and other partners.
• Maintain cleanliness and organization of work areas, aircraft, vehicles, and all company equipment through diligent housekeeping practices.
• Serve as a responsible steward of company resources by promoting efficiency and conservation measures.
• Capable of working flexible hours to support the needs of customers.
• Maintain proficiency in software systems and processes.
• Other tasks as assigned.

Job Requirements:

•  High school diploma or equivalent
• 1–3 years of administrative or clerical experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Strong written and verbal communication skills
• Excellent organizational and time-management abilities
• Ability to manage multiple tasks and prioritize effectively
• Strong attention to detail and accuracy
• Professional phone etiquette and customer service skills
• Ability to maintain confidentiality and handle sensitive information
• Comfortable working independently and as part of a team
• Experience with scheduling, calendar management, and travel coordination
• Ability to type 50+ words per minute (optional requirement)
• Familiarity with office equipment (printers, scanners, postage machines)
• Problem-solving and critical-thinking skills
• Reliable, dependable, and able to meet deadlines

 To ensure a fair hiring process, we are not accepting phone inquiries. Please apply online using the link in this advertisement.