Job Summary
The Administrative Assistant will provide comprehensive administrative support, requiring proficiency, accuracy, judgment, initiative, discretion, and knowledge of protocol. This role involves handling both routine and complex tasks, including coordinating travel, preparing expense reports, scheduling meetings, and composing correspondence. The successful candidate will bring efficiency and organization to the team by anticipating problems, adapting to changing priorities, and ensuring professional support of operations.
Job Responsibilities
- Perform routine to complex administrative duties of a confidential nature with minimal supervision.
- Anticipate problems, changing priorities, and provide proactive support to management.
- Coordinate meetings, including reserving conference rooms, arranging equipment, refreshments, and preparing necessary materials.
- Organize and maintain presentations, training materials, and shared drive content with version control.
- Maintain professional appearance of conference rooms and replenish supplies as needed.
- Coordinate service recognition events, such as luncheons and dinners.
- Operate audiovisual equipment to support meetings, orientations, and presentations.
- Maintain and update distribution lists for email communications.
- Provide calendar management support for assigned managers using Outlook or other scheduling software.
- Coordinate travel arrangements and prepare detailed expense reports using Concur or other expense software.
- Compose routine correspondence, proofread outgoing documents, and ensure proper formatting.
- Support document management activities, including assigning document numbers, preparing documents, and transmitting them into the electronic system.
- Compile and distribute meeting minutes, conference notes, and track action items.
- Provide administrative support for visitor badging, area access requests, and departmental tracking tools.
- Order office supplies for designated areas and coordinate seating requirements when needed.
- Support timecard input or proxy submissions for project managers or team members.
- Work with IT support teams to ensure employees have appropriate system access and computer resources.
- Assemble, copy, and distribute documentation packages as required.
Job Requirements
- US Citizenship required.
- Full-time, on-site position (telework not available).
- 2-4 years of related administrative experience.
- Proficiency with Microsoft Excel, Word, Outlook, and PowerPoint; ability to pass a skills assessment.
- Experience with travel coordination and expense reporting using electronic systems (e.g., Concur).
- Strong organizational and time management skills with the ability to multitask in a fast-paced environment.
- Proven ability to maintain confidentiality, discretion, and professionalism at all levels of the organization.
- Strong attention to detail and accuracy.
- Ability to demonstrate initiative, proactively anticipate issues, and follow through on assignments.
- Strong written and verbal communication skills.
- Ability to work flexible hours, including occasional overtime with little notice.
- Positive attitude and ability to collaborate effectively with internal and external stakeholders.
Education
- High school diploma or equivalent required; additional education preferred.
Work Experience
- 2-4 years of experience in administrative or secretarial functions.
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Equiliem
Oct 02, 2025