Administrative Assistant

Kaléo • Richmond, VA

19h • Hybrid

About The Position

The Administrative Assistant supports Kaléo executives with day-to-day needs, including travel, expense reimbursement, scheduling, meeting planning, invoice management, and other administrative tasks. The Administrative Assistant also supports planning and execution for occasional company-wide events. Finally, the Administrative Assistant provides coverage for the front desk and general office operations. You will love this Administrative Assistant role if you want to be a valued member of an enterprise-wide team and provide critical support our office operations and cross-functional executives. We offer a hybrid, flexible office environment with the advantages of both in-person work and remote work.

Requirements

• A responsive, proactive approach to internal customer service.
• Excellent attention to detail and organization skills.
• The ability to multi-task, manage competing deadlines, and prioritize work.
• The ability to work independently with a deadline and results orientation.
• The willingness to ask questions, take initiative, and solve problems.
• A refined sense of discretion and judgment, with the ability to keep sensitive information confidential.
• A commitment to following processes and adhering to compliant procedures.
• Flexibility and adaptability to changing priorities and requirements.
• A commitment to participating in an inclusive workplace environment.
• Associates degree or equivalent combination of education and experience.
• At least two years of experience in an administrative / office support role in a fast-paced environment.
• Proficiency with Microsoft Office products, including Outlook and PowerPoint.

Nice To Haves

• Experience with Concur software is preferred.
• Previous experience supporting multiple executive schedules is preferred.
• Previous experience with travel and event planning is preferred.

Responsibilities

• Manage executive support and logistics, including calendar management, travel bookings, expense processing, and professional development registrations.
• Oversee office operations and front desk coordination, including guest reception, incoming calls, mail distribution, shared-space scheduling, and inventory ordering.
• Handle contracts and financial administration, such as submitting contracts for approval, processing invoices, purchase orders, and accounts payable tasks.
• Plan and support meetings and events, including team retreats, conferences, and in-office or virtual meetings with scheduling, agendas, and meals.
• Provide HR and people-operations support, including onboarding coordination, employee communications, documentation, and assistance with HR processes as needed.
• Collaborate across the organization to support special projects, initiatives, and daily operational needs.
• Build relationships with executives, c-suite, and key team members.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees