Administrative Assistant

Rumble•Sarasota, FL

20d

About The Position

Rumble is looking for an Administrative Assistant who will keep our offices running smoothly day to day. You’ll handle the details that make work frictionless: office organization, travel coordination, mail and packages, vendor liaison, and general admin support for the wider team. In this role, you’ll be the central point of contact for office operations, making sure common areas are tidy and stocked, supplies are where they need to be, and employees and visitors have what they need to do their best work. You’ll partner closely with HR, IT, Finance, and team leads to maintain an organized, efficient, and professional working environment across multiple locations.

Requirements

3+ years of experience in an administrative assistant, office coordinator, or office manager role, ideally within a fast-paced or growing organization.
Strong organizational and time-management skills, with the ability to prioritize effectively, manage multiple tasks, and support different stakeholders at once.
Experience coordinating travel and working with third-party vendors or service providers.
High level of accuracy and attention to detail, especially when handling bookings, invoices, expenses, and documentation.
Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort learning new systems and tools.
Strong written and verbal communication skills, with a professional, service-oriented approach.

Nice To Haves

Experience supporting multiple offices or distributed teams.
Familiarity with basic expense tracking, invoice processing, or simple bookkeeping.
Comfort working in a technology, media, or high-growth environment.
Experience collaborating with HR and IT on onboarding and employee experience initiatives.

Responsibilities

Maintain overall office organization, ensuring common areas such as meeting rooms, kitchens, and reception are tidy, presentable, and well stocked.
Monitor and maintain office supplies and general kitchen supplies, placing timely orders and managing inventory for multiple offices.
Manage incoming and outgoing mail and packages, including distribution, courier pick-ups or drop-offs, and tracking as required.
Provide general administrative support such as scanning, photocopying, printing, and basic document preparation.
Coordinate domestic and international travel for employees, including flights, hotels, ground transportation, and visa support where required, ensuring bookings are compliant with the company travel policy.
Liaise with external suppliers and service providers (office supply vendors, cleaners, maintenance, couriers) to ensure high-quality, cost-effective service.
Track and reconcile small office-related invoices and expenses, and support expense reporting and basic record-keeping.
Support planning and logistics for internal meetings, events, and team activities, including room bookings, catering, and materials.
Provide day-to-day administrative support to managers and teams, including scheduling meetings and appointments, preparing documents and presentations, and drafting simple reports.
Assist with onboarding logistics for new hires, including workstation set-up, access coordination, office tours, and welcome materials, in partnership with HR and IT.
Handle ad hoc administrative tasks and special projects that support smooth office operations and a positive employee experience.