Administrative Assistant / Office Lead

Guidehouse

2d•$56,000 - $94,000

About The Position

The Administrative Assistant/Office Lead role provides dedicated support to client serving Directors/Partners, and also serves as the Office Lead, as the point of contact for other Administrative Assistants. The Administrative Assistant/Office Lead is expected to have a combination of technical and interpersonal skills. Responsibilities span from general administrative support to supporting sales opportunities, engagement delivery activities and knowledge management. The Administrative Assistant/Office Lead reports to the Regional Area Manager leading the region. General Administrative Duties: Manage Partner/Directors calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations, and other duties are carried out seamlessly. Coordinate travel arrangements (domestic/international), maintain travel profiles, manage last minute itinerary changes (flights, car, hotel, and subsequent team communications), directions/mapping, and support in handling passport and visa issues. Effectively prepare weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications as needed. Draft/edit/proofread correspondence, presentations, client letters, briefing papers, reports ensuring that grammar, spelling, formatting/visual design are without error. Effectively use the firms core technology applications, as well as develop/demonstrate solid knowledge of firm-wide and practice-specific tools, processes, and databases to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled. Conduct basic information searches (e.g., via internet, internal sites, etc.) and maintain contacts and distribution lists (as needed). Oversee/complete production requests (including, copying, printing, faxing, binding, shipping, etc.). Coordinate and facilitate meetings as requested with scheduling, catering, and presentations. With Partner guidance, may be expected to manage certain administrative aspects/support of client engagements. Office Management/Facilities Support Duties: Liaison with office building management regarding building requests/work orders, security/access badge requests, and COI requirements in conjunction with the Guidehouse Real Estate team and Regional Area Manager. Oversee facility maintenance and vendor contracts in conjunction with the Guidehouse Real Estate team and Regional Area Manager. Complete the required inspections/tasks on the monthly Office Lead check list and submit to the Regional Area Manager. Identify potential repairs/issues per the checklist and offer solutions/recommendations. Act as liaison to the Guidehouse Neighborhoods for local and/or corporate events. Promote the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy. Participate in the development of projects, work methods and procedures for the office as needed and/or as assigned. Maintain inventory and order office supplies as needed. Ensure all scheduled maintenance is being performed routinely. Monitor and guide progress for completion/resolution of issues identified by the Regional Area Manager. Build positive relationships with key stakeholders within each department and/or practice who are based in the office. Assist Human Capital and IT with local off-boarding of voluntary and involuntary terminations. Assist office employees and/or guests with troubleshooting IT equipment and/or escalating to IT as needed. Track office expenses/invoices as needed; coordinate with A/P to process promptly and within Finance policy. Manage fire/safety/security functions for the office in conjunction with the Building Property Management as well as with Corporate Security. Develop reports for Senior Management, Real Estate and Regional Area Manager if and as assigned; provide accurate conclusions from analysis, if needed. Communicate office policy and procedure to all employees in the office. Escalate local office issues to Regional Area Manager to provide resolution on complex issues. Assist with the retrieval and storage of offsite files and other documentation as requested, in accordance with current records management policy, procedures and best practices.

Requirements

High School diploma required
Five (5) + years of administrative support experience, 2+ years of office administrative. management, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft and Workday a plus
Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy
Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels
Establish and maintain strong working relationships at all corporate levels and with clients/stakeholders
Highly proficient in Microsoft Office 365 including Word, Excel, and PowerPoint
Clear fit with (and champion of) firm culture and values
Must have strong work values, and be dependable, honest, and self-confident with a positive attitude
Highly polished and professional demeanor in dealing with all situations
Strong sense of initiative and works with urgency
Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests
Will embrace our customer-focused, action-oriented, results-driven culture
Given the hands-on nature of this job, regular, on time in-office attendance is critical

Nice To Haves

Bachelor’s degree in a related discipline preferred; High school diploma required
Willingness and ability to work the hours necessary to complete assigned work
Demonstrated proactive approaches to problem-solving with strong decision-making capability, diplomacy, and use of good judgement
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands
Highly resourceful team-player, with the ability to multi-task and be extremely effective working independently and with direction
Proactively leverage and share knowledge with colleagues
Proven ability to act with discretion and maintain complete confidentiality

Responsibilities

Manage Partner/Directors calendars, schedules and prioritize appointments
Coordinate travel arrangements (domestic/international)
Effectively prepare weekly expense reports as required
Draft/edit/proofread correspondence, presentations, client letters, briefing papers, reports
Effectively use the firms core technology applications
Conduct basic information searches
Oversee/complete production requests
Coordinate and facilitate meetings as requested with scheduling, catering, and presentations
Liaison with office building management regarding building requests/work orders, security/access badge requests, and COI requirements
Oversee facility maintenance and vendor contracts
Complete the required inspections/tasks on the monthly Office Lead check list and submit to the Regional Area Manager
Act as liaison to the Guidehouse Neighborhoods for local and/or corporate events
Promote the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy
Participate in the development of projects, work methods and procedures for the office as needed and/or as assigned
Maintain inventory and order office supplies as needed
Ensure all scheduled maintenance is being performed routinely
Monitor and guide progress for completion/resolution of issues identified by the Regional Area Manager
Build positive relationships with key stakeholders within each department and/or practice who are based in the office
Assist Human Capital and IT with local off-boarding of voluntary and involuntary terminations
Assist office employees and/or guests with troubleshooting IT equipment and/or escalating to IT as needed
Track office expenses/invoices as needed
Manage fire/safety/security functions for the office in conjunction with the Building Property Management as well as with Corporate Security
Develop reports for Senior Management, Real Estate and Regional Area Manager if and as assigned
Communicate office policy and procedure to all employees in the office
Escalate local office issues to Regional Area Manager to provide resolution on complex issues
Assist with the retrieval and storage of offsite files and other documentation as requested

Benefits

Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Position may be eligible for a discretionary variable incentive bonus
Parental Leave and Adoption Assistance
401(k) Retirement Plan
Basic Life & Supplemental Life
Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
Short-Term & Long-Term Disability
Student Loan PayDown
Tuition Reimbursement, Personal Development & Learning Opportunities
Skills Development & Certifications
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Emergency Back-Up Childcare Program
Mobility Stipend