Torchora
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Key Responsibilities and Required Skills for Team Assistant

💰 $45,000 - $65,000

AdministrativeSupportCoordinationOffice Management

🎯 Role Definition

As a Team Assistant, you are the organizational backbone and central support hub for our dedicated team. You will be instrumental in enhancing the team's efficiency and effectiveness by expertly managing administrative duties, coordinating logistics, and serving as a key communication link. This role requires a high degree of proactivity, foresight, and the ability to anticipate needs before they arise. You will work closely with team members and leadership, ensuring that all operational aspects are handled seamlessly, allowing the team to focus on its core objectives. Your contribution will directly impact the team's productivity and success, making you an integral part of our mission.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Office Coordinator
  • Receptionist
  • Personal Assistant

Advancement To:

  • Executive Assistant
  • Office Manager
  • Project Coordinator
  • Team Lead (Admin)

Lateral Moves:

  • Events Coordinator
  • HR Coordinator

Core Responsibilities

Primary Functions

  • Proactively manage and coordinate complex calendars for multiple team members, requiring prioritization of appointments, resolution of scheduling conflicts, and proactive communication to ensure all stakeholders are informed.
  • Arrange and coordinate intricate domestic and international travel logistics, including booking flights, accommodations, and ground transportation, while preparing detailed itineraries and managing visa applications.
  • Prepare, submit, and track expense reports with meticulous attention to detail, ensuring adherence to company policy and timely reimbursement for all team members.
  • Act as the primary point of contact and gatekeeper for the team, professionally fielding incoming inquiries, screening calls, and directing correspondence to the appropriate person.
  • Plan, coordinate, and execute team meetings, off-sites, and events, managing all logistics from venue selection and catering to A/V setup, agenda distribution, and material preparation.
  • Prepare and edit correspondence, communications, presentations, and other documents, ensuring a high standard of quality, branding, and professionalism.
  • Take detailed and accurate minutes during meetings, track action items, and follow up with team members to ensure deadlines and commitments are met.
  • Develop and maintain strong working relationships with internal and external stakeholders, including clients, partners, and other executive assistants, to facilitate smooth collaboration.
  • Handle confidential and sensitive information with the utmost discretion and integrity, maintaining a high level of trust within the team and the wider organization.
  • Assist in the preparation of client-facing materials and presentations, including proofreading, formatting, and data compilation to support the team's business objectives.
  • Manage team-related procurement and purchasing, including vendor relations, invoice processing, and budget tracking for team supplies and activities.
  • Provide comprehensive support for team projects, assisting with project tracking, deadline monitoring, and the compilation of status reports for leadership.
  • Anticipate the needs of the team and leadership, proactively addressing potential issues and implementing solutions to ensure seamless daily operations.
  • Order and maintain an adequate inventory of office supplies, equipment, and team-specific resources, ensuring the team is well-equipped to perform their duties.
  • Act as a team culture champion, assisting in the planning of team-building activities and initiatives that foster a positive and collaborative work environment.

Secondary Functions

  • Assist with the onboarding and integration of new team members by coordinating new hire orientation, scheduling introductory meetings, and ensuring they have the necessary equipment and system access.
  • Maintain and organize the team's digital and physical filing systems, including shared drives, cloud storage, and internal knowledge bases, to ensure information is accurate and easily accessible.
  • Provide backup support for other administrative staff during absences or periods of high workload to ensure continuous administrative coverage across the business.
  • Conduct light research on behalf of the team, gathering and compiling information on various topics as requested by team leadership.
  • Serve as a liaison between the team and other corporate functions such as IT, HR, and Facilities to resolve operational issues and facilitate cross-departmental initiatives.
  • Support the creation and maintenance of team-specific documents, such as organizational charts, contact lists, and process documentation.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace (Gmail, Calendar, Docs, Sheets).
  • Demonstrable experience with expense management software such as Concur, Expensify, or similar platforms.
  • Expertise in using online travel booking tools and coordinating complex, multi-leg travel itineraries.
  • Familiarity with modern collaboration and project management tools like Slack, Microsoft Teams, Asana, or Trello.
  • Fast and accurate typing skills with the ability to capture key decisions and action items through effective minute-taking.
  • Experience managing virtual meeting platforms (Zoom, Webex, Teams), including scheduling, hosting, and troubleshooting.

Soft Skills

  • Exceptional organizational and time-management skills, with a proven ability to prioritize a heavy workload and manage multiple competing deadlines.
  • Superior attention to detail and a commitment to accuracy and quality in all tasks undertaken.
  • Excellent interpersonal and communication skills (both written and verbal), with the ability to interact professionally and build rapport with individuals at all levels.
  • Proactive, resourceful, and tenacious problem-solving abilities, with a "can-do" attitude and a strong sense of ownership.
  • High level of discretion, judgment, and the ability to handle confidential information with the utmost professionalism.
  • Adaptability and flexibility to navigate changing priorities, ambiguity, and unforeseen challenges in a dynamic, fast-paced environment.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent GED.

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 experience in an administrative support, office coordination, or personal assistant role.

Preferred:

  • Prior experience providing support to a team of 5+ people or multiple senior-level managers within a fast-paced corporate or professional services environment.
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