Administrative Assistant - PERMA FAIR

Department: PERMA FAIR

Position Summary

The Administrative Assistant is responsible for providing comprehensive administrative and organizational support to the CEO, department leadership, and PERMA FAIR team. This role supports the day-to-day operations of the department through executive calendar management, meeting coordination, correspondence, document preparation and routing, recordkeeping, and administrative follow-up. The individual must be highly organized, proactive, dependable, and able to anticipate needs, manage multiple priorities, and maintain confidentiality in a fast-paced environment.

Key Responsibilities

• Provide day-to-day administrative support to PERMA FAIR leadership and department staff.
• Manage and prioritize incoming administrative requests for leadership, identifying matters requiring immediate attention and appropriately routing routine matters.
• Maintain leadership calendars with attention to priorities, adequate preparation time, travel requirements, and scheduling conflicts.
• Schedule and coordinate internal and external meetings, leadership meetings, department events, and client/vendor visits, including invitations, attendee coordination, room reservations, technology, catering, and meeting materials.
• Coordinate travel arrangements and itineraries, including transportation, lodging, meeting logistics, and changes as needed.
• Prepare, format, proofread, and distribute correspondence, documents, presentations, meeting materials, and other administrative materials.
• Assist with meeting preparation and follow-up, including agendas, notes, materials, and routine follow-up items as requested.
• Maintain organized electronic and physical files, records, agreements, and other departmental documentation.
• Coordinate the routing of documents for signature, review, approval, and distribution, and follow up as needed to ensure timely completion.
• Process and track departmental invoices, expense reports, purchase requests, and other administrative transactions, as assigned.
• Maintain current departmental contact lists, distribution lists, organizational information, and other administrative reference materials.
• Support new-hire administrative needs, including scheduling, meeting coordination, materials, workspace preparation, and onboarding logistics.
• Gather and organize information requested by leadership or department staff for meetings, correspondence, or other administrative purposes.
• Maintain office and departmental supplies and coordinate routine administrative purchases as needed.
• Handle sensitive and confidential information involving employees, clients, members, vendors, and business operations with appropriate discretion.
• Anticipate routine administrative needs and help ensure leadership and the department are prepared for upcoming meetings, travel, deadlines, and commitments.

Other Functions

• Assist with general office and departmental administrative responsibilities as assigned.
• Perform other administrative duties consistent with the position as requested.

Requirements

• Bachelor’s degree or equivalent business experience preferred.
• High School Diploma required.
• Previous experience in administrative support and/or project management roles.
• Work experience within the health benefits and/or technology industries preferred.
• Authorized to work in the United States on a full-time basis without Company sponsorship.

Knowledge, Skills and Abilities

• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Professional judgment and discretion when handling confidential or sensitive information.
• Ability to work independently, identify priorities, and follow through on assignments.
• Ability to communicate professionally with leadership, employees, clients, vendors, and business partners.
• Strong interpersonal skills and a professional, service-oriented approach.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Dependable, responsive, and proactive in supporting leadership and departmental needs.

Working Conditions

• Professional office environment with regular use of computers, phones, video conferencing, and other standard office equipment.
• May occasionally require flexibility outside of normal business hours to support leadership scheduling, travel, meetings, or other administrative needs.

Salary for this position ranges from $26.00 - $31.00 hourly. The base pay offered will be determined on factors such as experience, skills, training, location, certifications, and education. Decisions will be determined on a case-by-case basis.

Qualifying positions will also be eligible for comprehensive benefits, such as participation in family medical and dental insurance programs, 401K plan, and PTO.

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