Admin Assistant - Multi Faceted Companies

Schedule:

• Full-time, 8 hours per day, 5 days a week from 8 AM to 5 PM (8:00 PM to 5:00 AM PHT) Monday to Friday
  

Client Timezone: Eastern Time

Join a dynamic, innovative enterprise at the forefront of immersive learning and construction. This multi-faceted organization operates four distinct companies, including an 8.5-acre campus dedicated to hospitality and experiential education. As a woman-owned and minority-owned business, we’re committed to growth, constant innovation, and adapting to market demands. Our fast-paced environment offers unique opportunities for professional development and the chance to make a significant impact across various industries.

We’re seeking a detail-oriented and tech-savvy Administrative Assistant to play a crucial role in streamlining our operations across multiple companies. In this position, you’ll be at the heart of our business, managing critical tasks that directly impact our success. You’ll leverage your organizational skills and AI proficiency to drive efficiency in a fast-paced, innovative environment. This role offers an exciting opportunity to work with cutting-edge technologies, contribute to diverse projects, and support the growth of a dynamic enterprise. If you thrive in a challenging, ever-evolving work environment and are passionate about making a difference, this position is perfect for you.

• Spearhead the transition to a paperless environment by implementing and managing digital organization systems
  
• Manage and complete complex applications, forms, and grant proposals for various business programs and opportunities
  
• Oversee the maintenance and renewal of licenses and insurances across multiple companies, ensuring compliance and avoiding penalties
  
• Handle high-volume email communications, maintaining an organized and efficient inbox
  
• Coordinate and track multiple project deadlines, permits, and time-sensitive tasks across various departments
  
• Support the development and rollout of new projects and services, contributing to the company’s growth and innovation
  
• Utilize and optimize AI tools like ChatGPT to enhance productivity and streamline processes
  
• Assist in preparing and organizing materials for grant applications and program enrollments
  
• Collaborate with team members across different companies to ensure smooth information flow and task completion

• 2-3 years of proven administrative experience in a fast-paced, multi-faceted business environment
  
• Advanced proficiency in digital organization and management tools, with a strong commitment to maintaining a paperless office
  
• Exceptional attention to detail and ability to manage multiple deadlines without compromising accuracy
  
• Excellent written and verbal communication skills, with the ability to interact professionally with diverse stakeholders
  
• Demonstrated experience with grant applications, complex form completion, and navigating government or institutional processes
  
• Strong familiarity with AI tools and a passion for leveraging new technologies to improve efficiency
  
• Ability to work independently, prioritize tasks effectively, and adapt quickly to changing priorities
  
• Proficiency in Microsoft Office Suite and experience with project management software
  
• Strong problem-solving skills and the ability to take initiative in improving processes
  
• Flexibility to occasionally adjust working hours to meet critical deadlines
  
• Bachelor’s degree in Business Administration, Communications, or a related field preferred but not required for candidates with exceptional experience