Administrative Assistant

Job Number: 47426

Administrative Assistant

Job Description:

Our client has an opening for an Administrative Assistant in our RTP, Headquarters who strives to make a positive impact on the world. They will provide administrative and basic technical support to Management and Research staff. Position requires accurate typing skills; ability to tactfully communicate with various levels of the organization, skilled with written and oral communications; the ability to establish effective working relationships with directors, managers, and co-workers; attention to detail and accuracy; organization and prioritization skills, as well as the ability to support multiple staff and deal effectively with fast-paced priorities. This position is hybrid and is a long term contract with potential to convert.

Responsibilities:

• Provide administrative support for a large group of 2500 Staff and Managers, as part of a team.

• Document creation and processing; scheduling travel; completing and submitting expense reports; time reporting; as well as additional basic administrative duties: sign for and send FedEx packages; post and distribute mail; setting up video conferences; copying; ordering business cards; processing consulting agreements; requisitioning supplies; submitting work requests; data entry; and submitting purchase orders and invoices.

• Coordinating and scheduling meetings using MS Outlook, MS Teams, or Zoom; creating, and distributing meeting and presentation materials; initiating meeting connections prior to start; and arranging catering when needed.

• Maintaining and creating electronic filing systems and maintaining various databases

• Assisting with recruiting by coordinating interview schedules, making travel arrangements, and ensuring compliance of the companys and the units recruiting guidelines.

• Be the liaison for the research staff by working directly with the offices of Accounting, Purchasing, Human Resources, and the Office of Research Contracts.

• Assist with the onboarding of new staff by providing unit level orientations and training staff on using the companys systems.

• Take meeting minutes, when needed.

Education Requirements:

• HS Diploma required, post-secondary education a plus.

Desired Background/Skills:

Qualifications:

• A minimum of two years in an administrative or customer service field

• Proficiency with standard office processes, policies, and procedures

• Attention to detail and accuracy

• Skilled and demonstrated organizational abilities

• Ability to proactively compile, organize and deliver materials needed for meetings

• Strong communication skills

• Tactfully communicate with various levels of the organization to provide or request information

• Proactive and responsive

• Ability to anticipate the work and workflow on agreed upon tasks (will the conference room accommodate the number of people attending, are accommodations needed for remote attendees, will food be needed, car rentals, hotel bookings, etc.)

• Strong note taking/writing skills

• Maintain strict confidentiality

• Strong MS office skills, PPT skills and Excel skills

• Document preparation and skilled formatting in Word

• Must be legally authorized to work in the United States and not require sponsorship

Other Information:

We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

This client is a U.S. government contractor with specific controlled-access facilities that must register non-U.S. Persons; therefore, all visitors to those facilities must declare their nationality and citizenship upon arrival at, and before entering. Depending on the work location, candidates selected to interview may be required to complete 'Government Contractor Controlled-Access Facility Questionnaire' before visiting the client facility.