Administrative Assistant

Position Summary

Provide high-level administrative support to multiple organizational leaders by managing complex schedules, coordinating meetings and travel, handling confidential information, and serving as a key liaison across internal teams and external stakeholders.

 

Position Responsibilities


* Manage complex calendars, including internal and external meetings, strategic planning sessions, and high-priority engagements


* Coordinate national and international travel logistics, accommodations, transportation, and expense processing


* Proactively anticipate the needs of supported executives, identifying and addressing potential challenges and opportunities to ensure smooth operations and strategic alignment


* Draft, edit, and prepare executive-level correspondence, presentations, talking points, reports, and other materials


* Handle highly sensitive and confidential information with the utmost integrity and discretion


* Track, prioritize, and help drive the completion of key deliverables and follow-ups in coordination with cross-functional teams and leadership


* Serve as a point of contact for executive visits to/from IMG Academy, managing logistics and ensuring a positive guest experience


* Maintain well-organized executive offices, including supply management, mail distribution, and general administrative support


* Represent the executive office with professionalism, responsiveness, and discretion in all communications and engagements


* Support contract-related processes, including preparation, formatting, drafting, and finalization of agreements as directed


* Perform additional administrative duties and special projects as assigned


* Adhere to all company policies, procedures, and business ethics standards

Knowledge, Skills, and Abilities


* Bachelor’s Degree


* 3+ years of experience providing executive or senior-level administrative support, preferably to multiple leaders in a fast-paced, high-stakes environment


* Advanced proficiency in Microsoft Office Suite, including PowerPoint, Word, and Excel


* Exceptional written and verbal communication skills, with strong editing, formatting, and presentation abilities


* Demonstrated ability to manage competing priorities, anticipate needs, and exercise sound judgment under pressure


* Strong interpersonal and relationship-building skills with a professional and polished demeanor


* Proven track record of handling sensitive and confidential information with discretion


* Highly organized, adaptable, proactive, and detail-oriented

Preferred Skills


* Bilingual