Administrative Assistant

About the Role: Reporting to the President/COO, you will coordinate daily office administration, support employee onboarding, organize records, and help leadership stay on top of schedules and commitments. You'll work closely with our sales operations coordinator, providing backup for routine sales support while taking ownership of general administrative responsibilities. This role is well suited to someone who enjoys helping others, brings order to busy days, and follows through without needing repeated reminders.

What You'll Do: Keep the office running smoothly. Coordinate supplies, mail, shipping, visitors, meeting spaces, vendors, and routine facility needs. Support scheduling and follow-through. Arrange meetings, travel, and events; prepare correspondence and meeting materials; track action items and deadlines. Coordinate employee administration. Serve as the administrative contact for GMS, our human resources and benefits provider. Help employees route questions and complete required paperwork. Support onboarding and offboarding. Coordinate checklists, orientation schedules, equipment, and approved account access with managers and our IT provider. Maintain organized records. Prepare and format documents, update tracking spreadsheets, maintain electronic files, and follow company procedures for confidentiality and document control. Assist our finance team. Collect receipts, expense documentation, vendor information, and other supporting records, and follow up on missing items. Provide sales coordination backup. Assist with customer meeting scheduling, CRM updates, proposal formatting, trade show logistics, and approved follow-up activities. Improve everyday processes. Document recurring tasks, identify practical improvements, and use approved technology and AI tools to work efficiently. Provide occasional support to affiliated organizations. Assist with assigned scheduling, recordkeeping, or event preparation for our executive office business and local chess foundation.

What Success Looks Like: Within your first few months, you will be managing recurring administrative tasks reliably, keeping records and checklists current, and helping employees and leadership get timely answers and support. Your work will give our sales operations team more time to focus on customers and opportunities.