TYLin

Administrative Assistant

TYLin

full-time

Posted on:

Location Type: Office

Location: Sacramento • Arizona • California • United States

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Salary

💰 $50,400 - $75,600 per year

About the role

  • Manage the VP’s calendar: schedule, prioritize, and coordinate meetings, travel, and recurring commitments; resolve conflicts and optimize time.
  • Triage and manage the VP’s email inbox: prioritize messages, draft and send replies on behalf of the VP, flag urgent items, and maintain clear follow-up systems.
  • Serve as first‑line communicator for routine inquiries.
  • Execute administrative approvals and sign routine documents per delegated authority; track signing deadlines and routing.
  • Prepare agendas, briefing materials, presentations, and meeting notes; ensure timely distribution and follow-up on action items.
  • Proactively track all items to completion and ensure no commitments are missed.
  • Serve as primary point of contact for internal teams, clients, and external partners; handle confidential communications with discretion.
  • Proactively identify and solve workflow issues, continuously scan for issues, bottlenecks, and unmet needs, and propose efficiency improvements.
  • Manage and protect focus time; ensure strategic alignment of meetings with priorities.
  • Regularly review upcoming commitments and ensure the VP is prepared in advance.
  • Coordinate travel logistics and expense reports; manage reimbursements and corporate policy compliance.
  • Maintain organized filing systems (digital and physical), contact lists, and recordkeeping.
  • Support special projects, events, and ad hoc requests as assigned.

Requirements

  • 5–10 years of administrative support experience, including at least 2–3 years supporting a VP, C-level executive, or equivalent.
  • Experience acting as a gatekeeper and representing an executive’s priorities.
  • Ability to exercise judgment in determining what requires escalation versus independent handling.
  • Proven ability to manage high-volume, complex calendars and inboxes.
  • Experience executing or signing documents under delegated authority; strong understanding of confidentiality and compliance.
  • Excellent written and verbal communication skills; professional phone presence.
  • Strong organizational skills, attention to detail, and the ability to prioritize in a fast-paced environment.
  • Highly proactive, independent worker who does not wait for direction.
  • Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint) and common calendar/email/expense tools (e.g., Outlook/Exchange, Teams/SharePoint, Deltek, DocuSign).
Benefits
  • Health insurance
  • Disability and life insurance coverage
  • Continuing education benefits
  • Paid time off
  • Employee assistance program
  • Retirement savings plan with company matching contributions
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementemail managementdocument executionrecordkeepingagenda preparationpresentation preparationworkflow optimizationexpense reportingconfidentiality complianceproject support
Soft Skills
communication skillsorganizational skillsattention to detailproactive problem solvingindependent workjudgmentprioritizationdiscretiontime managementgatekeeping