Administrative Assistant – Office & Executive Support

About the role

CoolIT Systems is seeking an Administrative Assistant to support the day‑to‑day operations of a new office and provide comprehensive executive, event, HR, and reception assistance. This role is pivotal in ensuring smooth office functionality and a professional front‑office experience.

Key responsibilities

• Oversee office setup, supplies, and facilities; coordinate renovation timelines with contractors and vendors.
• Serve as primary contact for building management and service providers.
• Manage executive calendars, schedule meetings, resolve conflicts, and arrange domestic and international travel, including visas and itineraries.
• Prepare meeting agendas, materials, and follow‑up notes.
• Support trade‑show planning and execution, handling booth logistics, materials, and vendor communications.
• Assist HR with interview scheduling, candidate communications, and onboarding orientation.
• Answer, screen, and route incoming calls; greet visitors and manage front‑office security procedures.
• Handle incoming and outgoing mail, packages, and courier deliveries, including customs documentation for international shipments.

Required profile

• Excellent organizational and communication skills.
• Strong multitasking ability and attention to detail.
• Professional demeanor with a customer‑focused attitude.
• Ability to work independently and collaborate across departments.

Required skills

What we offer

• Opportunity to work with a fast‑growing technology leader.
• Dynamic, collaborative environment supporting professional growth.