Administrative Assistant

Chief of Staff KC is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide high-level administrative support and help keep day-to-day operations running smoothly for a client located in the Kansas City Metropolitan area. This role is ideal for someone who naturally anticipates needs, stays ahead of deadlines, and takes pride in creating structure and efficiency in a fast-paced environment. Responsibilities Own the day-to-day management of the department executive’s calendar, thoughtfully coordinating meetings, appointments, and competing priorities. Act as a trusted administrative point of contact, managing incoming calls, requests, and communications with professionalism and sound judgment. Keep meetings and events running smoothly from start to finish by coordinating schedules, logistics, agendas, materials, and follow-up. Manage end-to-end travel arrangements, including transportation, accommodations, detailed itineraries, and adjustments when plans inevitably change. Prepare, proofread, and refine correspondence, reports, presentations, and other materials to ensure communications are polished, accurate, and professional. Create and maintain spreadsheets, presentations, reports, and other documents that support departmental goals and ongoing initiatives. Bring structure to departmental files, records, and documentation, maintaining an organized system that makes information easy to locate and manage. Support purchasing, special projects, and other administrative initiatives, stepping in wherever needed to help the team stay on track. Identify potential issues before they become problems and proactively find practical solutions to keep work moving forward. Handle confidential information with discretion and maintain a high level of professionalism when working with sensitive matters. Build strong working relationships with colleagues, leadership, vendors, and external partners while representing the department with professionalism. Qualifications 4+ years of administrative, executive support, or office coordination experience. A highly organized approach and the ability to manage multiple deadlines, priorities, and requests without losing sight of the details. Strong written and verbal communication skills and the confidence to interact professionally with individuals at all levels. Exceptional attention to detail and a commitment to producing accurate, polished work. Proficiency with Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint. Strong judgment and discretion when handling confidential or sensitive information. A solutions-oriented mindset and the ability to independently assess situations, troubleshoot challenges, and determine next steps. Flexibility and composure in a fast-moving environment where priorities can change quickly. A collaborative, dependable approach and a genuine desire to make the people and teams you support more successful.