Administrative Assistant Jobs

About The Position

Requirements

• Proficiency in Microsoft Office Suite
• Excellent organizational skills. Ability to organize, plan, and set priorities.
• Experience using standard office equipment, filing systems and records management.
• Ability to carry out assignments and meeting deadlines.
• Be punctual, dependable, and adaptable to the work environment.
• Demonstrated professionalism in behavior and dress.
• Ability to multi-task and solve problems within the scope of the responsible office.
• Bachelor's Degree - Office Administration or related field - Required
• 2 years + Prior experience in an executive office setting utilizing standard office equipment, and working with internal and external customers, constituents, governing agencies (state/federal), and boards/consortiums or related field.
• Use of independent judgement, problem solving, and decision making at an administrative level within the proper scope as an Administrative Assistant.

Nice To Haves

• Experience in higher education may be given preference.

Responsibilities

• Assist with data entry, filing, and documentation of financial transactions.
• Prepare and maintain spreadsheets, reports, and records related to budgeting, purchasing, and expense tracking.
• Support the processing of invoices, purchase orders, and vendor communications.
• Coordinate with the accounting and procurement teams to ensure timely and accurate processing of documents.
• Help schedule and prepare materials for audits, meetings, and financial reviews.
• Act as a point of contact for internal facilities-related requests (e.g., maintenance, supplies, space needs).
• Maintain facilities records, including maintenance logs, vendor contracts, and compliance documents.
• Support scheduling and coordination of facility maintenance, inspections, and service provider visits.
• Track inventory of office and facility supplies and place orders as needed.
• Assist in tracking and maintaining fleet records, including registrations, insurance, mileage logs, and maintenance schedules.
• Coordinate routine servicing and repair appointments for fleet vehicles.
• Monitor fuel usage and compile fleet usage reports as needed.
• Serve as a liaison between drivers, vendors, and internal departments for fleet-related needs.
• Help ensure compliance with fleet policies and safety standards.
• Provide general administrative support, including managing calendars, scheduling meetings, and drafting correspondence.
• Maintain electronic and physical filing systems for both finance and facilities.
• Assist with onboarding and training of new staff related to finance and facilities procedures.
• Support special projects and process improvement initiatives as assigned.
• Compliance training is to be completed routinely and timely.
• Participate in additional professional development opportunities through LinkedIn Learning and professional organization affiliations.