Administrative Assistant

We are looking for an Administrative Assistant who will provide comprehensive administrative and office support to business unit staff while helping ensure the efficient day-to-day operation of the office. This role is responsible for a wide range of administrative, clerical, and organizational functions, including office coordination, document preparation, records management, and support for internal teams and company initiatives.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced professional environment. This position reports to the Office Services Manager or Senior Office Services Manager and works both independently and collaboratively to support business operations.

• Provide administrative support to business unit staff, leadership, and office management teams

• Perform a variety of clerical, administrative, and document preparation duties while prioritizing and organizing work to meet deadlines

• Answer, screen, and route incoming telephone calls using a multi-line phone system

• Greet and direct visitors, clients, vendors, and delivery personnel in a professional manner

• Coordinate incoming and outgoing mail, including preparing shipments through USPS, UPS, Federal Express, and other courier services

• Monitor inventory levels and order office and kitchen supplies as needed

• Process employee timesheets and expense reports accurately and efficiently

• Set up opportunity and client files within company systems and generate reports as requested

• Provide administrative support for Health & Safety initiatives and programs

• Prepare binders, reports, presentations, correspondence, and other business documents

• Format letters, reports, proposals, and other documents in accordance with company standards and style guidelines

• Coordinate materials and logistics for meetings, conferences, presentations, training sessions, and virtual events

• Assist with planning company events, employee gatherings, and training webinars

• Support contract administration, billing activities, and other business unit functions as needed

• Maintain organized records and contribute to efficient office operations through proactive administrative support

• Minimum of 5 years of related administrative experience in a professional business environment required.
• Associate’s degree or Bachelor’s degree is preferred.
• Valid Driver’s License with a driving record in good standing is required.