Administrative Assistant I

Key Responsibilities

• Learn and become proficient in Vantagepoint, supporting project and administrative workflows.
• Set up new projects, ensuring accurate and complete project information and documentation entry.
• Prepare, type, format, proofread, and finalize technical reports, correcting errors.
• Track daily activity sheets for active projects, ensuring completeness.
• Support month-end billing and invoicing, gathering and organizing necessary documentation.
• Upload invoices, waivers, and other required documentation into customer and vendor portals.
• Maintain organized and accurate project records, managing multiple deadlines.
• Obtain missing information and resolve documentation or billing discrepancies.
• Assist with front desk coverage, including greeting visitors, answering calls, and directing inquiries.
• Identify missing information, inconsistencies, or potential issues to prevent delays.
• Take ownership of assigned tasks and ensure completion with minimal supervision.
• Prioritize time-sensitive requests while maintaining accuracy in a fast-paced environment.
• Communicate professionally with internal teams, clients, vendors, and business partners.

Requirements & Tech Stack

• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office management tools.

Qualifications

• High school diploma or equivalent required.
• An Associate’s degree or additional relevant coursework is preferred.
• 0-2 years of administrative or office support experience. Internship or volunteer experience is a plus.
• Strong organizational, time management, and problem-solving skills.
• Strong attention to detail and ability to handle confidential information with discretion.
• Effective verbal and written communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to adapt to a changing work environment.

Travel Requirements:

• Occasional travel may be required, up to 10%, for off-site meetings, training sessions, or company events.

Physical Demands & Work Environment:

• Primarily operates in a professional office environment.
• Requires ability to work at a desk for extended periods using a computer, phone, and standard office equipment.
• Involves sitting for extended periods, performing data entry, and frequent communication via email, phone, and in-person.
• Physical demands may include occasional standing, walking, bending, and lifting of office materials up to 15 pounds.