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.