Administrator

Aston Carter•Salt Lake City, UT

5d•Onsite

About The Position

This role provides high-level administrative and executive support by managing information, coordinating communications, and performing a wide range of clerical and organizational tasks. The administrator serves as an information and communication hub for the office, ensuring that records, documents, schedules, and vendor-related activities are handled accurately, efficiently, and confidentially.

Requirements

5–7 years of administrative experience, including administrative support and assistance in an office environment.
Experience working with executives, providing high-level administrative and calendar support.
Strong verbal and written communication skills to prepare documents and interact with stakeholders professionally.
Effective multi-tasking abilities to manage multiple priorities and deadlines simultaneously.
Customer service skills to respond promptly and professionally to internal and external requests.
Interpersonal skills to collaborate with colleagues, executives, vendors, and other partners.
Ability to work independently and manage one’s time with minimal supervision.
Ability to keep information organized, maintain accurate records, and handle confidential information appropriately.
Basic mentoring skills to provide support and constructive performance feedback to others.
Proficiency with computer applications, including Microsoft Word, Excel, and PowerPoint.
Experience with data entry and invoice entry, ensuring accuracy and attention to detail.
Organizational skills to manage files, documents, calendars, and office supplies effectively.
Administrative skills in clerical work, document preparation, and record management.

Nice To Haves

High school diploma or GED.
5–7 years of experience in administrative roles, with exposure to executive-level support highly preferred.
Experience in bookkeeping or basic accounting tasks related to vendor invoicing and financial documentation.
Experience with vendor invoicing and vendor management processes.
Proficiency with email and calendar tools such as Outlook for scheduling and communication.
Experience with scanning and electronic document management systems.
Strong organizational habits and attention to detail in handling documents and records.
Ability to prioritize tasks, adapt to changing demands, and maintain a high level of accuracy.

Responsibilities

Perform general office duties, including ordering supplies, maintaining records management systems, and completing basic bookkeeping tasks.
Prepare and format invoices, reports, memos, letters, financial statements, and other business documents with a high level of accuracy and professionalism.
File, organize, and retrieve corporate documents, records, and reports to support efficient information access and audit readiness.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan appropriate distribution or follow-up actions.
Prepare agendas and make detailed arrangements for committee, board, and other meetings, including logistics, materials, and scheduling.
Handle vendor invoicing and vendor management activities, ensuring timely and accurate processing of invoices and maintaining positive vendor relationships.
Enter data and invoices accurately into relevant systems, maintaining organized and up-to-date records.
Manage calendars and scheduling for executives or team members, coordinating meetings, appointments, and reminders.
Provide responsive administrative support and customer service to internal and external stakeholders via email, phone, and in person.
Scan, organize, and maintain electronic and physical files to ensure information is easily accessible and properly archived.
Work independently to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced office environment.
Maintain confidentiality of sensitive information and exercise sound judgment in handling communications and documents.
Offer basic mentoring and support to colleagues by sharing best practices and providing constructive feedback when appropriate.