Key Responsibilities and Required Skills for Group Assistant

🎯 Role Definition

Are you the ultimate organizer, a master of multitasking, and a proactive problem-solver? This role requires a highly motivated and detail-oriented Group Assistant to become the central support hub for one of our key business teams. In this pivotal role, you will be the backbone of the group, ensuring operational efficiency and enabling our team members to focus on their strategic objectives. You will anticipate needs, manage complex logistics, and foster a collaborative and productive team environment. This is more than a support role; it's an opportunity to be a strategic partner in our team's success.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Office Coordinator
Receptionist / Front Desk Coordinator

Advancement To:

Executive Assistant (supporting C-level or VPs)
Office Manager
Project Coordinator / Junior Project Manager

Lateral Moves:

HR Coordinator
Marketing Coordinator
Operations Assistant

Core Responsibilities

Primary Functions

Proactively manage and coordinate complex, ever-changing calendars for multiple senior leaders and team members, requiring seamless interaction with both internal and external executives.
Arrange and coordinate intricate domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries, ensuring compliance with company policy.
Plan, schedule, and execute a high volume of meetings, team off-sites, and client-facing events, from booking conference rooms and arranging catering to setting up AV equipment and distributing materials.
Prepare, submit, and track expense reports in a timely and accurate manner using corporate expense management systems (e.g., Concur), ensuring all reimbursements are processed correctly.
Act as the primary point of contact and gatekeeper for the group, fielding internal and external inquiries with professionalism and routing communications to the appropriate team members.
Prepare, edit, and format professional business documents including presentations, reports, spreadsheets, meeting agendas, and formal correspondence.
Develop and maintain strong working relationships with other administrative professionals throughout the organization to facilitate effective collaboration and scheduling.
Handle the onboarding logistics for new team members, including coordinating equipment setup, scheduling introductory meetings, and providing an overview of team processes.
Manage team resources by ordering and maintaining office supplies, tracking inventory, and ensuring the team has the necessary tools to perform effectively.
Assist in the preparation of materials for key business reviews and leadership meetings, ensuring all documents are accurate and distributed in advance.
Coordinate and track team project deliverables, following up on action items from meetings to ensure deadlines are met.
Maintain and update critical team information, such as organizational charts, contact lists, and distribution groups.
Handle highly confidential and sensitive information with the utmost discretion and integrity.
Provide general administrative support, including printing, scanning, filing, and shipping packages, to ensure the smooth functioning of the team.
Manage team-related procurement processes, including creating purchase orders, processing invoices, and liaising with the accounts payable department.

Secondary Functions

Champion team culture by assisting in the planning and execution of team-building activities, social events, and milestone celebrations.
Maintain and organize the team's shared digital resources, such as SharePoint sites, network drives, or collaboration tools like Asana or Trello.
Provide backup administrative support for other assistants and teams during periods of absence or high workload.
Assist with special ad-hoc projects as directed by team leadership, demonstrating flexibility and a willingness to contribute where needed.
Greet and provide general support to visitors, clients, and new hires, serving as a welcoming and helpful representative of the team.
Research and compile information on various topics to support team initiatives and decision-making processes.
Identify opportunities for process improvements within the team's administrative operations and propose solutions to enhance efficiency.

Required Skills & Competencies

Hard Skills (Technical)

Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
Expertise with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive).
Extensive experience with expense management software such as Concur, Expensify, or similar platforms.
Proven ability to manage complex scheduling across multiple time zones using enterprise-level calendar systems.
Familiarity with corporate travel booking platforms and policies.
Proficiency with modern video conferencing tools including Zoom, Webex, and Microsoft Teams.
Strong typing speed (60+ WPM) with high accuracy for drafting correspondence and taking meeting notes.
Experience with project management or collaboration tools like Asana, Trello, or JIRA is a plus.

Soft Skills

Exceptional organizational and time-management skills with the ability to prioritize a heavy workload and meet tight deadlines.
Unwavering attention to detail and a commitment to accuracy and quality in all tasks.
Proactive, resourceful, and a natural problem-solver who can anticipate needs and take initiative.
Superior verbal and written communication skills, with the ability to interact professionally and articulately with stakeholders at all levels.
High level of discretion, judgment, and the ability to handle confidential information with sensitivity.
Strong interpersonal skills and a collaborative "can-do" attitude, with a talent for building rapport and positive working relationships.
Adaptability and resilience to thrive in a fast-paced, dynamic, and often ambiguous environment.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Business Administration
Communications
Hospitality Management

Experience Requirements

Typical Experience Range:

2-5 years of progressive experience in an administrative support role.

Preferred:

Prior experience supporting a team of 5+ individuals or multiple senior-level managers in a fast-paced corporate or professional services environment. Experience in a tech, finance, or consulting firm is highly desirable.