Administrative Assistant

MDVA•Herndon, VA

3d•Onsite

About The Position

The Administrative Assistant is part of a dynamic team and provides administrative support to staff across the company and key stakeholders. The role serves as the primary point of contact for internal and external communications at the corporate office, including answering calls, responding to emails, and welcoming visitors. It requires accuracy, initiative, strong organizational skills, discretion, and teamwork. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., and the position is fully onsite. The role supports office operations through meeting coordination, records and database management, document and report preparation, supply and invoice administration, budget tracking, project coordination, employee engagement activities, customer service, research, and basic office technology support. The Administrative Assistant also coordinates equipment maintenance and vendors, supports marketing events, and helps maintain a safe, clean, productive office environment. The employee works with the Executive Assistant to improve office procedures and workflows and performs other duties as assigned.

Requirements

At least a high school diploma or GED.
At least 2 years of experience with office administrative or secretarial processes.
At least 2 years of experience with phone etiquette, including answering, transferring, and managing up to four phone lines.
At least 2 years of experience with Microsoft Office Suite.
Experience working in a fast-paced, high-energy environment.
Experience exercising discretion, discernment, and confidentiality.
Ability to perform the essential duties satisfactorily, with reasonable accommodation where applicable.
Communication: communicate clearly and effectively through oral, written, visual, and non-verbal channels.
Accountability: take responsibility, anticipate challenges, and proactively solve problems.
Customer focus: understand and meet internal and external customer needs and provide exceptional service.
Initiative: identify opportunities and address potential issues independently and decisively.
Problem-solving: identify and address complex issues with minimal guidance and develop practical solutions.
Collaboration: take responsibility for deliverables while supporting others and working harmoniously toward shared goals.

Responsibilities

Serve as the primary point of contact for internal and external communications at the corporate office, including answering calls, responding to emails, and greeting visitors.
Organize conference rooms and executive and team meetings, send invitations, and prepare necessary materials.
Develop and maintain organized physical and digital filing systems and keep records accessible, current, and compliant with company policies and regulations.
Enter and update database and spreadsheet information while preserving accuracy, confidentiality, and data integrity.
Assist in preparing reports, presentations, and other documents by gathering data, formatting information, and ensuring materials are polished.
Manage office and kitchen supplies, process invoices, maintain budgets, and address logistical needs.
Coordinate projects such as mailings, including timelines, resources, and team members; track progress and update stakeholders.
Facilitate monthly employee engagement activities.
Address customer inquiries, resolve issues, provide exceptional service, and act as a liaison between clients and the company.
Handle sensitive information discreetly and follow company data-protection policies.
Track departmental budgets and expenses, prepare financial reports, and assist with account reconciliation as needed.
Work with the Executive Assistant to develop and implement efficient office procedures and workflows, identify improvements, and streamline processes.
Research topics requested by leadership and present concise findings to support decision-making.
Help team members troubleshoot basic office equipment and software issues and coordinate with IT support when needed.
Ensure office equipment is in good working order, arrange maintenance and repairs, and manage vendor and service-provider relationships.
Support marketing initiatives by coordinating events and assisting with promotional-material distribution.
Help ensure the office is safe, clean, and conducive to productivity; address maintenance issues and coordinate with facilities management.
Adapt to a fast-paced work environment, prioritize tasks, and manage time to meet deadlines.
Use office software, including Microsoft Office Suite and Google Workspace, and stay current with tools and technologies that may improve administrative processes.
Perform other duties as assigned.