Senior Administrative Assistant

Company Description

vrCAVE is a rapidly growing software startup company that has developed its own multiplayer virtual reality platform which is licensed to entertainment operators around the world. We have over 250 partner locations around the world using our products.

Role Description

vrCAVE is expanding the VR escape room product library; we are searching for energized team members who are excited about this cutting-edge field. We are looking for a senior administrative assistant to perform a suite of administrative and clerical tasks. Duties of the Administrative Assistant includes providing support to our managers and business development staff, assisting in accounting needs and managing our company’s general administrative activities. In this fast-paced and dynamic environment, the senior administrative assistant will be a key member of the team, providing high-level administrative support, project coordination, and communication assistance. The successful candidate will have a strong ability to prioritize tasks, anticipate needs, and maintain confidentiality at all times. This role requires a highly motivated individual with exceptional interpersonal skills and a passion for technology.

Your success will be measured by the number of new customer accounts generated, the size of those accounts, and their length of contract. This is a hybrid position: in-person on Monday, Wednesday, & Friday, and remotely on Tuesday and Thursday.

Key Duties And Responsibilities

• Meeting preparation: Prepare agendas, gather and organize materials, taking meeting minutes, and distribute action items to attendees.
• Assisting in office management: coordinating with building staff, ordering supplies, etc.
• Oversee the monthly billing process, accounts payable as required, and managing expense reports. Responding and working with Partners on any questions to the billing process.
• Assist in the coordination of key projects and initiatives, tracking progress, organizing resources, and facilitating communication between team members.
• Providing reports and documentation for various government grant processes.
• Maintaining and updating vrCAVE's internal standard operating procedures.
• Assist in administrative processes such as: accounts payable, subscriptions renewals, booking flights/accommodations for team members, event planning/coordination, etc.
• Handle administrative requests and queries from senior managers and executives.
• Periodically assisting in the hiring process.
• Perform other related duties and special projects as assigned by the CEO.
• Report to the CEO on a regular basis.
• Traveling for work-related activities when necessary.

Requirements

• Education: Bachelor's degree in business administration, communications, or a related field is preferred.
• Experience: A minimum of 5 years of experience as an Administrative Assistant.
• Skills: Strong organizational, time-management, and multitasking skills. Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with project management software is a plus.
• Personal Qualities: Ability to work independently and as part of a team. Proactive and resourceful approach to problem-solving. High level of professionalism, discretion, and confidentiality. Strong attention to detail and commitment to accuracy. Strong work ethic and sense of accountability.
• Flexibility: Ability to adapt to changing priorities and work in a fast-paced environment.

The following would be considered an asset:

• Able to use company standardized software including Hubspot and Google Office Suite.
• Able to generate effective presentations using any of the following: Powerpoint, Excel and Word.
• Demonstrated self-motivation with the ability to execute a disciplined approach with limited supervision.