
OptiNizers Internal
We are seeking a highly organized and detail-oriented Administrative Assistant to support our team and manage critical administrative functions. The ideal candidate will be a proactive and responsive professional with exceptional communication skills and a proven ability to manage multiple tasks efficiently.
Key Requirements
· Attention to detail and instructions: A meticulous approach to ensuring accuracy and following guidelines.
· Responsiveness: Prompt and efficient communication and task management.
· Effective communication: Strong verbal and written communication skills to facilitate team collaboration.
Required Basic Skills
· Proficiency in Google Suite (Docs, Sheets, Slides, Drive).
· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
· Experience with Dropbox.
Responsibilities Document Preparation
· Draft, edit, proofread, and format correspondence, reports, and other business documents.
· Redact, retitle, review, and track documents, including grant-related records and 83(b) election instructions and reminders.
· File finalized documents to extranet platforms and ensure proper documentation management.
Onboarding Document Management
· Handle onboarding documents for new employees or clients, including retitling, reviewing, and filing to the extranet following an audit.
Standard Document Creation
· Develop and maintain standard form templates for new clients to streamline processes.
Form Updates
· Manage ongoing background projects to update forms, ensuring they remain current and compliant.
Panda Uploads
· Upload and manage documents for seamless tracking and execution.
Research Support
· Conduct research on various topics as requested, compiling findings into clear and concise reports.
File Organization
· Maintain a well-structured filing system for digital and physical documents using tools like Dropbox.
· Ensure document integrity and accessibility for team use.
Confidentiality Management
· Handle sensitive and confidential information with the utmost discretion.
· Follow established protocols to safeguard business and client information.
Project Coordination
· Assist with planning, scheduling, and monitoring project timelines and deliverables eventually.
· Serve as a point of contact for cross-functional team collaboration.
Team Liaison
· Act as a bridge between departments to streamline communication.
· Facilitate meetings, take minutes, and ensure follow-up on action items.
Ideal Candidate Attributes
· Strong organizational and time-management skills.
· Tech-savvy and adaptable to new tools and systems.
· Self-starter with a proactive approach to problem-solving.
· Team player who thrives in a collaborative environment.
To apply for this job please visit optinizer.bamboohr.com.