Administrative Assistant

Key Responsibilities

Administrative & Office Support

• Provide day-to-day administrative support to the CEO, and other members of the leadership team
• Manage calendars, schedule meetings, and coordinate appointments across internal and external stakeholders
• Prepare, proofread, and format documents, correspondence, reports, and presentations
• Answer and route phone calls, emails, and other communications in a professional and timely manner
• Maintain organized physical and digital filing systems for company documents, contracts, and records
• Assist with preparation of meeting agendas, take meeting notes, and track action items to completion
• Greet and assist visitors, vendors, and clients who come to the office

Office Management & Supplies

• Monitor and maintain office supply inventory, placing orders proactively to ensure the office is always fully stocked
• Keep the kitchen, break room, and common areas stocked with snacks, beverages, and other office provisions
• Track inventory levels and anticipate restocking needs before they become shortages
• Manage relationships with office supply vendors and delivery accounts
• Ensure common areas, conference rooms, and shared spaces are clean, organized, and presentable at all times
• Coordinate maintenance requests and office equipment upkeep as needed

Errands & Logistics

• Run office errands as needed including supply runs, post office trips, bank deposits, and vendor pickups
• Pick up lunch or meals for the team and leadership as requested
• Coordinate food and beverage orders for team meetings, events, and office gatherings
• Assist with shipping and receiving of packages, mail, and deliveries
• Support crew travel coordination including lodging, transportation bookings, and per diem documentation

Operational Support

• Assist the HR and operations teams with onboarding logistics, new hire paperwork coordination, and employee file maintenance
• Assist with data entry, tracking spreadsheets, and maintaining internal databases
• Help prepare and submit routine forms, applications, permits, and compliance documents as directed
• Support the Chief of Staff with special projects, research tasks, and operational initiatives as needed
• Assist with accounts payable tasks including coding invoices, routing for approval, and basic bookkeeping support

Communication & Coordination

• Serve as a reliable point of contact for internal staff, vendors, subcontractors, and clients reaching out to the office
• Coordinate logistics for company events, team meetings, and site visits
• Draft routine internal and external correspondence on behalf of leadership as directed
• Maintain a professional, welcoming office environment that reflects Destructable's culture and values

• 2+ years of experience in an administrative assistant, office coordinator, or similar support role
• Strong proficiency in Microsoft Office including Word, Excel, Outlook, and Teams
• Excellent written and verbal communication skills
• Highly organized with strong attention to detail and the ability to manage multiple tasks simultaneously
• Comfortable running errands and performing hands-on office tasks as needed throughout the day
• Valid driver's license with a reliable personal vehicle for local errands
• Discreet and trustworthy, comfortable handling confidential information with professionalism
• Positive, can-do attitude with the ability to adapt quickly in a growing company environment