Administrative Assistant

Position Summary:

Direct Supply is building the future of healthcare technology with industry-leading products, solutions and platforms to help improve the lives of millions of seniors and those who care for them.

In the Administrative Assistant position, you'll provide proactive, high-level administrative support to senior leaders across Enterprise Marketing and the Building Solutions Group. You'll coordinate complex calendars, manage communications, and streamline workflows using both traditional and AI-enabled tools. This role is ideal for someone who thrives in a fast-paced environment, loves organization, and finds purpose in helping leaders and teams succeed.

Skills Needed:

• Communicates Effectively - Develops and delivers impactful communications for diverse audiences across channels. Excels in both small and large group interactions. Captures attention, actively listens, and guides discussions towards targeted goals.

• Delivers Results - Seizes new opportunities and tackles challenges head-on with urgency. Takes initiative and consistently hits goals. Zeroes in on key priorities for results. Drives progress through uncertainty and moves others to action.

• Optimizes Work Processes - Streamlines workflows by harnessing data, AI, and technology. Identifies opportunities for efficiency and incorporates new processes and technology. Defines new success measures.

• Strong project coordination skills to manage multiple initiatives simultaneously while ensuring timely and accurate execution.

• Demonstrated ability to maintain confidentiality and professionalism, especially when handling sensitive information.

What You'll Do and Impact:

• Provide confidential administrative support to the VP of Enterprise Marketing and senior leaders across the Building Solutions Group.

• Manage and prioritize complex calendars, schedule domestic travel, and oversee logistics for high-profile meetings and events.

• Plan and execute internal events, off-sites, customer meetings, and cross-functional sessions, including communications, agendas, catering, and space coordination.

• Prepare polished customer-facing materials, business reviews, and executive presentations under tight deadlines.

• Leverage AI-enabled tools to automate workflows, draft content, and generate reports that inform business decisions.

• Serve as a bridge between Enterprise Marketing and BSG leadership, ensuring clear communication and follow-through.

• Capture meeting notes and ensure action items, deadlines, and stakeholder responsibilities are tracked and completed.

• Continuously identify opportunities to optimize processes and improve leader and team efficiency.

• Collaborate across internal teams to support initiatives and ensure smooth execution.

• Coordinate and execute department-wide events and meetings, managing logistics, communications, and materials to ensure a smooth and engaging experience.

Experience:

• 3+ years of experience supporting executives, senior leaders, or multi-department functions in a business environment

• Proficiency with Microsoft Office Suite and comfort with AI-enabled tools, cloud systems, and virtual collaboration platforms

• Strong written and verbal communication skills with the ability to clearly present information and ideas

• Proven ability to manage multiple priorities with strong organizational and time management skills

• Demonstrated discretion in handling confidential and sensitive information

Additional Items of Interest:

• Bachelor's degree in Business, Marketing, Communications, or related field preferred

• Experience with dashboards or reporting tools such as Power BI, Salesforce, or Smartsheet

• Previous exposure to marketing, sales, or operational leadership teams preferred