Job Title: Administrative Assistant
Department: Administrative
Reports To: Executive Vice President of Operations
Description
A top-notch administrative assistant is the glue that holds an organization together, proactive, organized, and unflappable. The Administrative Assistant provides high-level administrative support to ensure efficient operation of the office. This role involves handling a wide range of clerical tasks, coordinating schedules, managing communications, and supporting team members and management to maintain smooth daily operations.
Essential Functions:
- Schedule and coordinate meetings, appointments, events and travel arrangements.
- Maintain organized filing systems (both digital and physical), naming conventions, templates, etc.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Assist in the preparation and distribution of regularly scheduled reports.
- Order and maintain office supplies, promotional or branded items as well as required equipment.
- Handle confidential information with discretion.
- Acts as a coordinator of multiple board and committee meetings.
- Helps promote and entice new members to join company committees and boards.
- Prepare notes or minutes from company meetings.
- Collect pictures, content and information from company events to assemble in our corporate newsletter.
- Understand and embrace the company’s goals and align their efforts to support them.
- Performs other related duties as assigned.
Supporting Functions:
In addition to the performance of the essential functions, this position may be required to perform a combination of the following supportive functions.
- Ability to work in a fast-paced office and meet deadlines
- Ability to follow explicit instructions and procedures
- Ability to have a positive attitude
Specific Job Knowledge, Skills, and Ability:
- Adapts quickly under pressure, flexible with last-minute changes.
- Anticipates issues and solves them before they have the ability to happen by planning what is coming up next week, next quarter, or next year.
- Excellent interpersonal skills with good sales and customer service skills.
- Excellent verbal and written communication skills.
- Brings solutions to the table to resolve presented issues
- Ability to deliver consistency without spelling errors and use correct formatting.
- Continuous learning to broaden personal development.
- Acts as an extension of the executive team that you support.
Qualification Standards:
Communication:
Strong communication skills; including the ability to deal effectively with vastly diverse groups of people and guests.
Writes concise, professional emails and messages that reflect well on the team and company.
Handles internal and external phone calls, visitors, and correspondence tactfully and filters distractions for their leadership team.
Trusted with sensitive information.
Balances being approachable with maintaining professional boundaries.
Ensure communication flows smoothly between departments and entities.
Education:
Any equivalent combination of education, training and experience which provides the required knowledge and abilities.
Computer Skills:
Experience and familiarity with Microsoft, Excel, Word, Publisher and Internet.
Creates polished reports, tracks expenses, maintains spreadsheets accurately.
Uses templates, shortcuts and other tools to manage internal and external events and meetings flawlessly.
Experience:
Preferred: One or more years’ experience of administrative experience.
Grooming: Must maintain a professional appearance including hair color.
Physical Requirements:
- Ability to sit for extended periods up to 6 to 8 hours a day.
- Ability to occasionally stand, walk, or move around the office to perform tasks or attend meetings.
- Ability to frequently use hands and fingers to operate computers, phones and other office equipment
- Ability to occasionally reach for files, supplies or miscellaneous office materials as needed.
- Ability to lift and carry light objects up to 15 lbs. as needed.
- Ability to hear and speak clearly to communicate in person and over the phone.
- Must be able to read printed and electronic documents.
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
It is the policy of Tentac Enterprises to comply with all federal and state laws concerning the employment of individuals with disabilities and to act in accordance with regulations and guidance issued by the Equal Employment Opportunity Commission (EEOC)
Tentac Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Effective Date: November 5th, 2025
