Administrative Assistant

Advanced Input Systems; Las Vegas (NV); On-site; USD 42,000 - 54,000; Full time

Job summary

Advanced Input Systems is seeking an Administrative Assistant to provide essential support to the management team in Las Vegas. The role involves calendar management, meeting coordination, correspondence handling, and travel arrangements to ensure smooth daily operations.

Ideal candidates will have at least 2 years of administrative experience, strong organizational skills, and excellent communication abilities.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Excellent written and verbal communication skills.
• Discretion and ability to handle confidential information.

Responsibilities

• Manage calendars, coordinate meetings, handle correspondence.
• Arrange travel and prepare documents and presentations.
• Support management with reporting and KPI data collection.
• Greet visitors, manage visitor sign-in, and support office operations.
• Prepare memos, flyers, and various administrative materials.
• Maintain organized files and ensure confidentiality.

Job description

Position Summary: The Administrative Assistant is responsible for providing critical administrative support to the management team. This role includes managing calendars, coordinating meetings, handling correspondence, arranging travel, and assisting with various administrative tasks. The position requires strong organizational skills, attention to detail, and the ability to prioritize and manage multiple responsibilities in a fast-paced setting. The Administrative Assistant ensures the smooth and efficient functioning of the office, supporting key leaders and teams to enhance overall productivity and operations.

Key Responsibilities

• Perform a variety of administrative tasks including typing, filing, record-keeping, correspondence, and preparing basic reports.
• Manage customer and supplier inquiries, maintain accurate documentation, and prepare and distribute routine reports.
• Assist with the collection and analysis of Key Performance Indicator (KPI) data to support operational goals.
• Coordinate and schedule meetings, appointments, and travel arrangements, including booking flights, hotels, and transportation.
• Provide administrative support to management, including calendar coordination, prioritizing communications, and preparing documents and presentations.
• Organize and maintain office files and records, ensuring accuracy and confidentiality.
• Assist in preparing and coordinating meetings, company events, and creating materials such as memos and flyers.
• Maintain office supplies, manage mail processing, and assist with office management tasks such as equipment upkeep.
• Greet visitors, issue visitor badges, and maintain the daily visitor sign-in log. Foster strong relationships with internal teams, clients, and partners.
• Pick up lunch for team meetings or special events as needed.
• Perform errands, including going to the bank and handling other administrative tasks outside the office.

Qualifications

• High school diploma or equivalent required; associate’s degree or relevant certification preferred.
• At least 2 years of experience in an administrative or executive assistant role.
• Strong organizational and multitasking skills with an ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and basic office equipment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and ability to work independently.
• A proactive and positive attitude with a high level of professionalism.

Working Conditions

• Full-time position based in Las Vegas.
• Standard office hours: M – F (7:00am – 3:30pm).
• Occasional overtime may be required based on business needs.