Infrastructure Assistant

Position Summary

The Infrastructure Assistant serves as the operational engine of the Infrastructure team, providing comprehensive administrative support to the Infrastructure Director and the broader infrastructure function. This position is primarily an in-office role focused on keeping the team organized, well-resourced, and moving forward. The Infrastructure Assistant is responsible for calendar management, data tracking, invoice processing, project documentation, and administrative coordination across all areas of infrastructure.

Essential Duties and Responsibilities

The Infrastructure Assistant is required to perform a range of duties including, but not limited to:

General Administrative Support

• Send team correspondence and communications on behalf of the Infrastructure Director, as requested

• Coordinate team meetings, retreats, and events as needed, including logistics, catering, and follow-up

• Manage general filing, document organization, and archiving for the infrastructure department

• Maintain strict confidentiality at all times regarding organizational, financial, and personnel matters

• Perform other administrative tasks as assigned to support team effectiveness

Calendar & Scheduling Administration

• Manage the Infrastructure Director’s work calendar, including scheduling meetings, appointments, and blocking time for strategic priorities

• Monitor and manage incoming scheduling requests on behalf of the Infrastructure Director

• Coordinate and maintain the broader Infrastructure calendar, working alongside the Infrastructure Director to ensure visibility across all projects and commitments.

• Create meeting agendas and pre-meeting briefs as requested

• Anticipate and prepare for meeting needs: room set-up, materials, A/V, catering, etc.

Data Tracking & Reporting

• Support the team regarding all infrastructure-related data tracking systems, including but not limited to:

  • Vendor contract and account records, including tracking expiration and renewal dates to ensure nothing lapses

  • Building permit status tracking — monitoring progress and deadlines across active permits, working alongside the team members responsible for retrieval and submission

  • Building compliance and inspection documentation tracking (certificates of occupancy, fire safety, HVAC maintenance logs, etc.) — maintaining the tracking system and surfacing upcoming due dates, not owning the retrieval of underlying documentation

  • Certificate of Insurance (COI) tracking for all vendors and contractors

  • Vehicle fleet records, including registration and insurance documentation

• As directed by the Infrastructure Director, compile project status updates, tracking progress against timelines and budgets

• Maintain organized records of all expansion project documentation, research, and communications

Invoice & Financial Administration

• Process and input all facility and infrastructure-related invoices in a timely and accurate manner

• Track submitted invoices against approved budgets and flag any variances to the Infrastructure Director

• Submit check requests on behalf of the Infrastructure Director as needed

• Assist in preparing budget reports and expenditure summaries for leadership review

• Support the annual budget process by organizing historical spend data and tracking forecasted expenses

Expansion Project Support

• Coordinating logistics for new building acquisition activities: scheduling tours, compiling research packets on potential locations, and organizing relevant documentation

• Tracking timelines, open items, and next steps across multiple active expansion projects

• Maintaining a running record of vendor quotes and bids for proposed projects

• Taking and distributing meeting minutes for all expansion project meetings

• Serving as the communication hub between the Infrastructure Director and external parties (realtors, attorneys, contractors) during active projects, as directed

• Assisting with the coordination of large remodel or new build initiatives by managing the administrative workflow behind the project

Safety, Security & Facilities Administrative Support

• Provide administrative support to the Safety and Security Specialist and Facilities Manager, as capacity allows and approved by Infrastructure Director.

• Assist with communication, policy documentation, distribution, and compliance tracking as assigned

• Maintain accurate records related to incident reporting, insurance claims, and compliance measures

Qualifications

• Highly organized with strong attention to detail

• Demonstrated ability to manage multiple priorities simultaneously in a fast-paced environment

• Strong written and verbal communication skills

• Proficient in G-Suite (Google Calendar, Docs, Sheets, Drive) and/or Microsoft Office

• Ability to maintain strict confidentiality at all times

• Proactive self-starter who takes initiative and anticipates needs

• Comfortable working with data entry and tracking systems

• Team-oriented with a collaborative spirit and a service mindset

• Ability to relate to and communicate with individuals at all levels of the organization

Education

Any combination of education and training which demonstrates the ability to perform the duties and responsibilities as described. A degree or certification in Business Administration, Operations, or a related field is preferred but not required.

Experience

A successful candidate should have 2–4 years of related administrative or operations support experience. Preference given to individuals with experience in facilities, construction, real estate, or operations environments.