Administrative Assistant

Chief of Staff Kc; United States; On-site; USD 42,000 - 52,000; Full time

Job summary

Chief of Staff Kc is seeking a capable office coordinator to organize files, manage the project inbox, and handle document control in a fast-paced environment. You will track project status, draft memos, and support managers with clerical tasks to ensure timely completion of initiatives.

Responsibilities include travel planning, meeting logistics, and maintaining calendars. You’ll collaborate across teams to prepare monthly reports, update presentations, and sustain efficient office operations

Qualifications

• High school diploma or equivalent with 2+ years of office or clerical experience.
• Proficiency with Microsoft Office, especially Word and PowerPoint, and comfort learning database tools.
• Excellent written and verbal communication skills, with the ability to work effectively with people at all levels.
• Strong organizational and time-management skills with close attention to detail.
• Ability to work independently, take initiative, and keep up in a fast-paced environment.
• A professional demeanor, with a tactful and solution-oriented approach to problem-solving.

Responsibilities

• Organize, update, and maintain project files, both electronic and paper.
• Monitor and manage a shared project inbox.
• Lead document control and document management efforts.
• Track project status in our tracking system and prepare monthly progress reports.
• Assist with specifications, revisions, and final document sign-off.
• Respond to project-related questions and research information as needed.
• Take and distribute minutes from project team meetings.
• Draft and format memos, correspondence, reports, and other business documents.
• Prepare outgoing mail, labels, and electronic correspondence.
• Handle travel bookings and logistics.
• Schedule conference rooms and coordinate with internal support teams.
• Plan and host client or vendor lunches, including set-up and clean-up.
• Maintain the department calendar and team roster.
• Order and stock office supplies, and arrange equipment set-up or servicing.
• Use a database to enter and retrieve information.
• Help build and polish presentations.
• Provide occasional project support to managers and assist with the clerical needs of special initiatives.
• Submit weekly timecards and perform general copying and filing.
• Take on other duties as assigned to support the success of the team and the company

Skills

Communication

Organization

Independence

Time management

Professional demeanor

Education

High school diploma

Tools

Microsoft Office

Word

PowerPoint

Database tools

Job description

• Organize, update, and maintain project files, both electronic and paper
• Monitor and manage a shared project inbox
• Lead document control and document management efforts
• Track project status in our tracking system and prepare monthly progress reports
• Assist with specifications, revisions, and final document sign-off
• Respond to project-related questions and research information as needed
• Take and distribute minutes from project team meetings
• Draft and format memos, correspondence, reports, and other business documents
• Prepare outgoing mail, labels, and electronic correspondence
• Handle travel bookings and logistics
• Schedule conference rooms and coordinate with internal support teams
• Plan and host client or vendor lunches, including set-up and clean-up
• Maintain the department calendar and team roster
• Order and stock office supplies, and arrange equipment set-up or servicing
• Use a database to enter and retrieve information
• Help build and polish presentations
• Provide occasional project support to managers and assist with the clerical needs of special initiatives
• Submit weekly timecards and perform general copying and filing
• Take on other duties as assigned to support the success of the team and the company

Qualifications

• High school diploma or equivalent with 2+ years of office or clerical experience
• Proficiency with Microsoft Office, especially Word and PowerPoint, and comfort learning database tools
• Excellent written and verbal communication skills, with the ability to work effectively with people at all levels
• Strong organizational and time-management skills with close attention to detail
• Ability to work independently, take initiative, and keep up in a fast-paced environment
• A professional demeanor, with a tactful and solution-oriented approach to problem-solving