Branch Administrative / Team Assistant

Siemens•Chantilly, VA

2d•$48,464 - $83,081•Onsite

About The Position

The Branch Administrative / Team Assistant provides consistent, high-quality administrative and onsite operational support to branch leadership, employees, customers, and visitors at Siemens’ Chantilly branch. The role helps ensure smooth office operations, effective communication, a positive employee experience, and strong customer relationships across the Southeast Region. It calls for professionalism, discretion, sound judgment, collaboration, meticulous organization, and a responsive customer-service approach. Responsibilities include preparing and editing business documents; supporting leadership meetings, events, and training; managing calendars, correspondence, calls, records, and confidential information; coordinating employee onboarding, equipment and IT requests, fleet processes, and offboarding; and providing front-desk, phone, mail, and shipping support. The assistant also supports supplies, purchase orders, vendor relationships, service contracts, renewals, facilities projects, employee engagement, safety activities, and customer-experience improvement initiatives. The position requires learning and using Siemens systems, Microsoft 365 tools, digital displays, and other business applications; providing initial technology troubleshooting; and collaborating across offices and functions on regional initiatives and local needs. The job is onsite at the Chantilly branch and is full-time and permanent.

Requirements

High school diploma or state-recognized GED.
At least 3 years of administrative support experience.
Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams, with ability to learn Copilot and Siemens business systems.
Ability to work onsite in the assigned branch during an approved schedule.
Verbal and written communication skills in English.
Legally authorized to work in the United States on a continual and permanent basis without company sponsorship.

Nice To Haves

Associate or bachelor’s degree.
Experience supporting branch leadership, a sales team, or a multi-office operation.
Experience coordinating onboarding, facilities, fleet, vendors, events, or customer-experience activities.

Responsibilities

Create, proofread, and edit reports, presentations, correspondence, proposals, and other business documents.
Organize and support branch leadership meetings, presentations, training sessions, Town Halls, and events, including materials, catering, room setup, and follow-up.
Manage calendars, appointments, meeting logistics, incoming calls, correspondence, and confidential materials; screen and route inquiries.
Maintain organized records and documentation in accordance with company policies and use discretion when handling information requests.
Coordinate new-hire onboarding and first-day readiness, including technology, workspace, access, equipment, and local orientation.
Coordinate cell phones, upgrades, computer equipment, IT service requests, and employee support intake.
Support fleet vehicle processes, including coordination and accident or incident reporting.
Serve as a point of contact for employee questions and guidance and coordinate offboarding activities.
Provide front-door, guest, delivery, and direct phone-system support; help callers identify the appropriate contact and route inquiries.
Pick up, sort, and distribute onsite mail and correspondence.
Coordinate UPS, FedEx, courier, and package services, including sensitive and priority materials.
Monitor office and departmental supplies, initiate purchase orders as needed, and help optimize branch operating costs.
Support vendor relationships and service contracts, including coffee, pest control, janitorial, shredding, first-aid supplies, and parking permits.
Coordinate renewals, service requests, issue resolution, business licenses, and tax receipts.
Lead or support office renewals, remodels, facilities projects, adjacent spaces, and warehouse-related needs.
Coordinate annual employee appreciation activities and support quarterly community and charitable events.
Support safety activities, including PPE ordering, Grainger vending-machine inventory, Safety Coordinator needs, and Safety Day activities.
Support Branch Customer Advocate and NPS-related activities by documenting customer-experience insights, sharing feedback, and contributing to continuous improvement.
Learn and adapt to Siemens systems, Microsoft 365 tools, digital displays, and other business applications.
Provide initial technology troubleshooting using approved manuals and training resources before opening a MyIT ticket.
Collaborate across offices and functions to support standardization, regional initiatives, and evolving local business needs.
Exercise independent judgment, manage competing priorities, and follow through on commitments in a fast-paced environment.