Administrative Assistant

Bring your administrative expertise to an organization where your work supports meaningful impact in the community you call home. As an Administrative Assistant at The Port, you’ll play a key role in ensuring smooth daily operations, supporting senior leadership, and enabling the organizational efficiency that drives neighborhood revitalization, expands economic mobility, and helps build a more vibrant Hamilton County.

Applicants may send a resume and cover letter to Chelsea Boyer at cboyer@cincinnatiport.org.

Job Summary
The Administrative Assistant provides essential administrative, scheduling, and operational support to senior leadership, managing complex calendars, preparing meeting materials, and documenting key decisions. The role serves as a point of contact for internal and external stakeholders, supports daily office operations, and produces professional communications and materials. Additionally, the position coordinates travel arrangements and assists Human Resources with recruitment, learning and development activities, and organizational events.

What You'll Do

1. Meeting & Calendar Management

• Proactively manage complex, dynamic calendars for senior leadership, including anticipating scheduling challenges and independently resolving conflicts.
• Maintain the highest level of discretion and confidentiality when managing sensitive information, leadership communications, and organizational timelines.
• Coordinate all logistical and administrative components of internal and external meetings, including room reservations, technology setup, attendee communication, and preparation of pre‑meeting materials.
• Record accurate and comprehensive meeting minutes, capturing key decisions, action items, and follow‑up responsibilities.
• Prepare and organize meeting materials such as agendas, presentation decks, and board packets, ensuring accuracy, completeness, and timely distribution.

2. Office & Administrative Support

• Serve as the first point of contact for the office by triaging and routing incoming calls, emails, and inquiries with professionalism and efficiency.
• Process employee and departmental expense reports in accordance with organizational guidelines and timelines.
• Greet and assist visitors, partners, and vendors, ensuring a welcoming and professional office environment.
• Monitor and maintain office supply inventories, placing orders, tracking usage, and managing vendor relationships as needed.
• Support daily office operations including filing, scanning, document management, and providing assistance with ad hoc administrative projects.
• Draft, edit, and format professional communications and documents, ensuring clear, concise, and well‑written content.
• Prepare polished meeting agendas, presentations, reports, and other materials that support leadership and departmental needs.

3. Travel Coordination

• Arrange comprehensive travel itineraries for staff and leadership, including flights, lodging, ground transportation, and conference or event registration.
• Ensure travel arrangements follow organizational policies, budget guidelines, and traveler preferences.
• Prepare travel packets, confirmations, and related documentation to support seamless and efficient travel experiences.

4. Human Resources Support

• Support the recruitment process by posting job openings, coordinating interview schedules, communicating with candidates, and assisting with hiring logistics.
• Assist with learning and development initiatives, including scheduling and supporting internal Lunch N Learns, tracking external training and conference requests, and maintaining budget documentation.
• Provide administrative support for employee engagement efforts, community involvement initiatives, and organizational events, including planning, logistics, and coordination with internal and external partners.