Administrative Assistant

Administrative Assistant Job Description

Job Title : Administrative Assistant
Position Type : Full-Time/Part-Time

Company Overview

GSR Group proudly owns and operates Wingstop franchise locations, providing outstanding food and exceptional service to our guests. We’re expanding our support team to include an Administrative Assistant. This role is essential in ensuring a seamless and positive experience for every guest, whether they’re asking about menu items, orders, or employment opportunities. Job Overview

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to join our dynamic team. In this role, you will provide crucial administrative support, ensuring smooth daily operations and facilitating efficient workflows across various departments. You will be expected to manage calendars, handle communications, assist in office management tasks, and support senior staff members with various projects.

Key Responsibilities

1. Office Administration

• Greet visitors, answer phone calls, and respond to emails professionally.

• Maintain and organize office supplies; monitor inventory levels and order materials when needed.

• Ensure office equipment (copiers, fax machines, computers) is operational and schedule repairs when necessary.

• Coordinate office maintenance and cleanliness with relevant service providers.

• Schedule and coordinate meetings, conference calls, and appointments, ensuring proper resources are available.

2. Calendar & Schedule Management

• Manage calendars for executives and other team members, scheduling appointments and meetings.

• Confirm meeting times, locations, and materials required.

• Provide timely reminders for upcoming appointments and deadlines.

• Assist in organizing and coordinating travel arrangements, including flights, accommodations, and itineraries.

3. Document Management & Correspondence

• Prepare, edit, and proofread documents, presentations, reports, and spreadsheets as requested.

• Handle incoming and outgoing mail and packages, ensuring accurate delivery.

• Maintain organized filing systems, both physical and electronic, ensuring documents are easy to retrieve and secure.

• Prepare and manage expense reports, invoices, and purchase orders.

• Assist in drafting and distributing internal memos, announcements, and communications.

4. Event Coordination

• Assist in planning, organizing, and coordinating company events, meetings, and conferences.

• Handle logistics, including venue booking, catering arrangements, travel coordination, and preparation of materials.

• Serve as a point of contact for event attendees and manage RSVP lists.

5. Communication and Liaison

• Act as a liaison between departments and external vendors or clients.

• Provide clear communication and follow up on pending issues with clients, vendors, and internal staff.

• Manage internal communication and ensure timely responses to inquiries.

6. Project Support

• Assist in project coordination, ensuring timelines and deliverables are met.

• Help compile project reports and status updates.

• Support the management team in executing strategic initiatives by providing administrative support.

7. Miscellaneous Support Tasks

• Manage and track office budgets, ensuring that expenses stay within limits.

• Provide occasional assistance with HR tasks (e.g., new employee onboarding, orientation materials).

• Perform other duties as assigned by senior management.

Required Skills and Qualifications

• Education : High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).

• Experience : 1+ years of administrative or office experience, preferably in a corporate environment.

• Technical Skills : Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with office equipment and systems.

• Communication Skills : Excellent written and verbal communication abilities, with strong attention to detail.

• Organizational Skills : Ability to manage multiple tasks and projects efficiently while meeting deadlines.

• Problem-Solving Skills : Ability to anticipate needs and address issues proactively.

• Team Player : Collaborative, with the ability to work effectively in a team setting.

• Adaptability : Comfortable in a fast-paced, changing environment.

Preferred Skills

• Experience with project management tools (e.g., Asana, Trello, or similar).

• Basic knowledge of bookkeeping or accounting principles.

• Previous experience in a specific industry (e.g., tech, legal, finance) may be advantageous.