Administrative Assistant

Citadel Security USA • Grand Junction, CO

1d • Onsite

About The Position

Citadel Security USA is looking for a dependable and detail-focused Administrative Assistant to help keep daily office operations organized and running smoothly. This position provides administrative support to the Vice President of Operations, Director of Human Resources, and other members of the leadership team. The person in this role will handle a variety of office responsibilities, including document preparation, record maintenance, employee onboarding support, scheduling assistance, communications, and project coordination. The position requires someone who can shift between priorities without losing track of details and who understands the importance of discretion when working with confidential information.

Requirements

• High school diploma or GED.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments and changing priorities.
• Clear and professional written and verbal communication skills.
• Working knowledge of Microsoft Word, Excel, Outlook, and common office applications.
• Ability to maintain accurate records and complete assignments within established deadlines.
• Ability to work independently while knowing when to seek direction.
• Sound judgment and a professional approach to confidential information.
• Strong problem-solving and follow-through skills.

Nice To Haves

• Previous administrative, clerical, receptionist, or office-support experience.
• Experience assisting multiple managers or department leaders.
• Background supporting operations, human resources, or business administration.
• Experience with employee onboarding or training coordination.
• Familiarity with electronic document-management and filing systems.
• Experience creating spreadsheets, reports, forms, and business correspondence.

Responsibilities

• Provide day-to-day administrative assistance to operations, human resources, and assigned management personnel.
• Prepare, organize, proofread, and update business documents, forms, reports, spreadsheets, and correspondence.
• Maintain accurate electronic and physical records so information can be located quickly when needed.
• Process routine office paperwork, scanning, copying, filing, mailing, and document-management tasks.
• Receive and distribute incoming mail, deliveries, and packages.
• Monitor office supplies and coordinate approved purchases when inventory needs to be replenished.
• Coordinate service requests involving office equipment, vendors, and facility-related needs.
• Track requests for records, information, reports, and other administrative materials.
• Assist managers with scheduling, administrative follow-up, reporting, and special assignments.
• Help coordinate information between departments and ensure requested materials reach the appropriate personnel.
• Support operational projects by organizing documents, tracking action items, and maintaining accurate records.
• Assist with improvements to office procedures and administrative workflows.
• Provide additional administrative support when business needs require it.
• Help prepare materials and documentation for new employee onboarding.
• Assist with coordinating orientation schedules and onboarding activities.
• Maintain onboarding records and verify that required administrative documentation is organized and current.
• Support employee training activities by preparing materials, coordinating schedules, and maintaining attendance records.
• Assist management with administrative tasks connected to employee development initiatives.
• Answer incoming calls, determine the nature of inquiries, and direct calls to the appropriate personnel.
• Welcome employees, applicants, clients, vendors, and other visitors in a professional manner.
• Provide accurate information or direct questions to the appropriate department or team member.
• Communicate professionally through telephone, email, written correspondence, and in-person interactions.
• Protect confidential company, employee, and operational information.
• Maintain a professional and respectful approach when dealing with sensitive or time-sensitive matters.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED