Administrative Assistant

A-LIGN•Tampa, FL

12d•Hybrid

About The Position

The Administrative Assistant works to execute high-level administrative and organizational support to the Chief of Staff, serving as a key point of coordination between the broader administrative team and key internal and external stakeholders. In this role, you will be expected to exercise sound judgment, critical thinking, and discretion while operating with a high degree of professionalism, urgency, and ownership. As the Administrative Assistant, you will provide administrative support across the organization, requiring strong collaboration, adaptability, and the ability to balance competing priorities in a fast-paced environment.

Requirements

Bachelor’s degree in Administration or related field
1 - 3 years of experience in administrative, executive, or operations support
Proficiency in Microsoft Office Suite, calendar management tools, and collaboration platforms (e.g., Teams, SharePoint)
Demonstrated ability to manage shifting priorities with professionalism and urgency
Exceptional organizational skills and attention to detail
Strong time-management skills with the ability to multitask and reprioritize under pressure
Problem-solving mindset with a proactive, "no task too small" attitude
High level of discretion and professionalism when handling confidential information
Ability to work independently, take initiative, and follow through with minimal oversight
Comfort operating in an in-office and hybrid environment with a collaborative, team-oriented mindset
Excellent written and verbal communication skills
Strong interpersonal skills and ability to influence without authority
Inquisitive mindset: a desire to understand the "why" behind business activities to better support the team

Responsibilities

Draft, proofread, and format emails, memos, letters, and internal communications with oversight from the Chief of Staff
Screen and triage incoming calls, emails, and requests, routing them appropriately
Serve as a point of contact between the Chief of Staff's office and other departments, external partners, and executive leadership
Assist with the coordination of logistics for internal and external meetings, including preparation of agendas, coordination with attendees, room reservations, meals and audiovisual needs, including hands-on support as needed
Maintain organized document records and track deadlines and deliverables for key strategic projects
Manage domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries
Prepare, submit, and track expense reports accurately and on time, ensuring compliance with company policies
Handle sensitive and confidential information with the utmost discretion, integrity, and sound judgment
Support the Chief of Staff and other members of the administrative team (as needed) with maintaining calendars for senior leadership, exercising sound judgment to prioritize business-critical meetings and resolve scheduling conflicts
Provide backup support to other members of the administrative team during absences, high-volume periods, or scheduling conflicts to ensure consistent coverage
Assist with special projects and cross-functional initiatives led by the Chief of Staff's office and administrative team as assigned with strong initiative, follow-through and accountability