Administrative Assistant Jobs

About The Position

Requirements

• At least 3 years of administrative experience supporting teams and staff.
• Strong attention to detail and ability to manage multiple priorities.
• Proactive and adaptable, with the ability to anticipate needs in a fast-paced environment.
• Strong written and verbal communication skills, including editing and proofreading.
• Willingness and ability to learn and quickly adopt new systems and processes.
• Ability to prioritize, meet tight deadlines, and collaborate effectively across teams.
• Discretion, sound judgment, and professionalism when handling sensitive information.
• Experience using AI-enabled tools to enhance productivity, improve work quality, and support business operations.
• Understanding of AI tools' capabilities, limitations, and risks, and ability to critically verify outputs and determine appropriate use cases.
• Proficiency in Microsoft 365, including Word, Outlook, Excel, PowerPoint, Teams, and Copilot.
• Ability to lift, push, and pull up to 20 pounds.

Nice To Haves

• Bachelor’s degree preferred.
• Professional services or law firm experience.
• Familiarity with PolicyTech or a comparable document-management system.
• Familiarity with Deltek Vantagepoint.

Responsibilities

• Provide front-desk coverage, greet visitors, coordinate building access, and support visitor registration and badging.
• Manage incoming and outgoing mail, shipments, courier requests, and receiving, including oversized or special deliveries.
• Maintain the office and coordinate orders with vendors and internal teams.
• Keep reception, supply and copy rooms, conference rooms, and pantry areas organized and professional.
• Coordinate conference rooms and support onsite meetings, interviews, user studies, and events, including room setup, technology coordination, catering, and cleanup.
• Coordinate office equipment service and repair requests and assist with local IT, facilities, safety, and building-management needs.
• Support office safety and compliance activities by maintaining administrative checklists, coordinating recurring inspections and drills, and keeping local procedures and office resources current.
• Support employee events, engagement activities, and day-to-day hospitality.
• Organize laboratory SOPs, policy manuals, and compliance documentation in PolicyTech, including review workflows and staff training sign-off tracking.
• Initiate and manage project setup in internal systems, run conflict checks, and coordinate project access.
• Prepare retention letters, statements of work, and related project documentation.
• Edit documents and reports for formatting, grammar, spelling, and clarity.
• Organize project materials and maintain accurate project, document, and administrative records.
• Support purchasing requests and accounts receivable follow-up.
• Coordinate and manage calendars, meetings, and travel logistics.
• Prepare expense reports and support credit-card reconciliation activities.
• Provide timely administrative support to consultants, including responding to and anticipating their needs and handling ad hoc requests.
• Serve as a professional point of contact for clients, visitors, vendors, and consultants, ensuring clear, timely, and accurate communication.
• Maintain compliance with company policies across project setup and documentation.
• Use AI-enabled tools to enhance administrative processes, improve document quality, and streamline workflows.
• Partner with the manager to identify and implement practical solutions while maintaining accuracy, confidentiality, and adherence to company standards.
• Evaluate AI-generated outputs using judgment and expertise to ensure work products are accurate, reliable, and aligned with business standards and requirements.

Benefits

• The company offers programs and resources to support health and well-being.
• Competitive benefits, compensation, and recognition programs.