The Administrative Assistant provides comprehensive administrative and business support to multiple senior leaders and departments. This fully onsite role in Newport, Rhode Island requires a highly professional individual with exceptional interpersonal skills and the ability to manage sensitive and confidential information with discretion. The position interacts daily with all levels of internal staff and external partners and plays a key role in ensuring smooth day-to-day operations.

Key Responsibilities

Day-to-day responsibilities include, but are not limited to:

• Provide high-level administrative support to multiple leaders and teams
• Manage heavy calendars and phone lines using Cisco phone systems
• Assist with ad hoc reports and data requests
• Coordinate with internal departments and external contacts to schedule and organize meetings, conference calls, and events (both in-house and offsite)
• Manage logistics for meetings and company events
• Arrange and coordinate all aspects of business travel, including air, hotel, and ground transportation, and prepare detailed travel itineraries
• Track and document business expenses using RAMP
• Prepare and distribute professional communications such as letters, memos, presentations, and reports
• Serve as a point of contact on administrative, people-related, and facilities matters
• Handle highly confidential and time-sensitive information with accuracy and discretion
• Be available after hours via cell phone when business needs require
• Support special projects and additional duties as assigned

Required Skills & Competencies

• Highly developed interpersonal skills with a proactive, can-do attitude
• Ability to process, prioritize, and disseminate information quickly and accurately
• Outstanding written and verbal communication skills
• Professional work ethic, appearance, and demeanor
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Exceptional attention to detail and follow-through
• Creative thinker who can offer alternative solutions and perspectives respectfully and collaboratively
• Proven judgment and decision-making abilities
• High level of discretion, confidentiality, and integrity
• Willingness to work overtime on short notice and remain accessible outside regular business hours

Requirements

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with collaboration and communication platforms such as Zoom and Microsoft Teams
• Minimum of 1+ years of administrative support experience in a professional office environment
• Strong multitasking skills in a high-pressure setting
• Excellent attention to detail
• Responsible for extremely confidential matters and time sensitive materials.