Administrative Assistant (Operations)

Title: Administrative Assistant (Operations)

Employer: DisplayMax, Inc.

Department: Operations

Reports to: Project Managers

Effective Date: 4/14/2026 

Summary: The Administrative Assistant is a highly organized and detail-oriented support for our Project Manager team. This role plays a critical part in ensuring efficient day-to-day operations by providing administrative, coordination, and communication support across multiple projects. The ideal candidate is proactive, adaptable, and capable of managing multiple priorities in a fast-paced environment while maintaining a high level of accuracy and professionalism.

Key Responsibilities: 

• Provide administrative support to the Project Manager team, including scheduling meetings, preparing documents, and managing correspondence
• Assist with project tracking, data entry, and maintaining organized records and files
• Coordinate calendars, meeting logistics, and follow-ups
• Assist with timecard management
• Support procurement, invoicing, and expense tracking as needed
• Communicate with internal teams, vendors, and clients to support project needs
• Perform general office and administrative tasks to support team efficiency

Qualifications: 

• Previous experience in an administrative or office support role preferred
• Strong organizational, time-management, and communication skills
• Proficiency with Microsoft Office including Excel
• Ability to manage multiple tasks and work in a fast-paced environment
• High attention to detail and a proactive, team-oriented mindset

Our Culture: At DisplayMax, we strive to be ideal team players. We are Hungry: motivated and willing to take ownership, Humble: Team first mindset and Smart: People aware, professional, and solution oriented.

Job Scope: The Administrative Assistant will provide comprehensive support to the Project Manager team by coordinating schedules, managing documentation, and assisting with project tracking and reporting. This role involves handling a variety of administrative functions, including calendar management, meeting coordination, timecard assistance, and maintaining organized records. The position also supports operational processes such as procurement, invoicing, and expense tracking, while serving as a point of contact for internal teams, vendors, and clients. Success in this role requires strong organizational and communication skills, attention to detail, and the ability to efficiently manage multiple tasks to support overall project execution and team productivity.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.