Administrative Assistant - 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.